Pending Payment Invoices for an Organization

Using Make a Payment allows an Organization to be designated as the payer. If the Transaction Method of Invoice Specific Payer or Organization is selected, the system will create a pending payment on an enrollment as a placeholder for a future payment to be received.  When a pending payment exists, staff can create a Pending Payment Invoice report to obtain reimbursement from that organization. The Pending Payment Invoice report can be run for a single enrollment or for a group of enrollments. When the payment is received, the Collect Payment is used on the Admin side to apply the payment and so the enrollment no longer reflect the pending payment line item.

Important Notes:

• The Organization must exist in the system in order to be reflected as the Payer.
• In order for the address of the Organization to be reflected on the invoice, there must be contact information associated with that entity. Before running the report, navigate to Contacts > Organizations > Select the desired one then select Modify to verify the contact details.  

Use the steps below to create the report for a single enrollment: 

1. When viewing the enrollment, select the magnifying glass to view the Pending Payment show page. There will be an orange banner at the top displaying Pending Payment. 
2. On the right, select Run Reports. 
3. Select the Pending Payment Invoices.
4. Select Run Selected Reports.
5. Select Continue.
6. When the Download button changes to green, select it to download the invoice. 

Use the steps below to create the report for a group of enrollments: 

1. Navigate to the main system Dashboard. 
2. Select Pending Payments from the Operations section. 
3. Select the check boxes for the enrollments that the report is needed for. Note: You can sort by the Owner Name column or use the Advanced Search to filter for a particular Organization using the parameter of Owner Name matches [Organization Name]. 
4. Select the checkbox for the first one you need the report for. If you select multiple check boxes, they will all be included in a single report. 
5. Select Run Reports. 
6. Select the Pending Payment Invoices.
7. Select Run Selected Reports.
8. Select Continue.
9. When the Download button changes to green, select it to download the invoice. 
10. Repeat for any other pending payments that need to have an invoice generated. 

Use the following to create the report for all of the enrollments with a pending payment from that Organization: 

1. Point to Contacts.
2. Select Organizations.
3. Search for and select the Organization.
4. Select Show Organization. 
5. Select Run Reports. 
6. Select the Pending Payment Invoices.
7. Select Run Selected Reports.
8. Select Continue.
9. When the Download button changes to green, select it to download the invoice.