Make a Payment - Adding & Managing Payments Video Guide

Welcome to the Make a Payment: Adding & Managing Payments overview. In this video, we will demonstrate how to add payment categories, complete online payments, and manage online payments.

To get started, select Setup from the welcome menu. Then, select Store/Payments from the main menu. Here you can add payment categories and store products, which will be covered in-depth in subsequent training videos. 

To begin, ensure online payment is enabled for your workspace. If not, select Click here to change this setting. Under the Online Payments section, you will see a list of payment categories. By default, a Maintenance Fee category has already been created. Residents must select a category when making an online payment.

To add a new payment category, select New. Then, enter a name for the payment category. Next, enter a description of the payment category. This will only be seen by administrators on the setup page.

After entering a description, determine if residents need to agree to terms and conditions when making a payment to this category. If you select Agee Online, you can either pick from an existing list of terms and condition or click Add New Terms and Conditions and input new terms and conditions. 

Then, enter any custom payment details for the payment category. This will be visible to residents when making a payment. Next, determine if the payment type is a One Time Payment, Recurring Payment or Both. If you select Both, residents can choose either option. 

For example, some residents might prefer to make a One Time Payment each month for their maintenance fees, whereas others may want to set a Recurring Payment that will automatically charge the fees each month. 

Then, determine the payment fee amount. You can select either No Specific Amount, which will allow residents to enter their own amount, or Specific Amount which you can then specify. Next, determine if requestor comments are required when making a payment to this category. Once completed, click Save. 

You will now see the new payment on the online payments list. To review an online payment, select View. To revise an online payment, select Edit. And to remove an online payment from the system, select Delete. You can also review, revise, and delete your terms and conditions under the Terms and Conditions tab.

Before returning to the homepage, ensure you have assigned a payment method to online payments and enabled the applicable user group permissions for online payments. Once completed, select Exit Setup. Then, select Make a Payment from the main menu. Here you can make a payment, view past and upcoming payments, and manage payments.

To make a payment on behalf of a resident, select Make a Payment. Then, select a payment category from the drop-down menu. Next, enter the reference or invoice number for the payment. If you do not have a reference or invoice number, enter NA.

In this example, you can then enter the payment amount. If the payment category has a set amount, it will be listed in this field. The service fee will be automatically calculated based on the payment amount. 

Next, select a payment type. Like before, if the payment category has a set payment type, it will be listed in this field. Then, add any relevant comments. If applicable, agree to the terms and conditions and then enter the name of the resident. Once completed, click Next.

You will now see a summary of the payment details, including a breakdown of the service fees. To proceed with the payment, select Confirm and Pay. Enter the credit card details and click Pay. The payment is now confirmed. The resident will then receive an email confirmation with the payment details.

To see the full list of online payments, select All Payments. The most recent payment will appear at the top of the list. You can sort the All Payments list using the arrows beside each heading. To review the details of a payment, click the payment name. You can then download and print a receipt for the payment by selecting Download Receipt. 

You may also have the option to refund the payment. This is determined by your payment provider. If applicable, select Refund Payment, enter the reason for the refund, and click Save & Refund. The payment status will then be changed to Refunded. 

To see a list of upcoming recurring payments, return to the Make a Payment Overview page and select Manage Payments. You will then see the payment category, user and unit, next invoice date, payment amount, and if applicable subscription end date for each recurring payment. To review the payment details, click View. To cancel the recurring payment, meaning no future payments will be charged, select Delete. 

This concludes the Make a Payment: Adding & Managing Payments overview. For more information on the Make a Payment feature, please refer to our user guides.