Process Financial Form Entries

Overview

Forms in infoodle are a great way to capture information as well as taking payment such as fees or donations. If your form includes any financial elements, then there are additional aspects of the form approval process to be aware of.

When viewing the Form Entries for a form with financial fields, you are able to see the payment information for each entry:

1. Payment Due - This indicates the total amount submitted to be paid for this entry
2. Payment Paid - This indicates if a Payment has been registered agains this entry.

Online Payments via Payment Gateway
If the person uses an Online Payment Method when submitting the form (such as Stripe or GoCardless) then the Payment Paid should match Payment Due, indicating that infoodle has recieved the confirmation of successful payment from the Payment Gateway.

If Payment paid is $0.00, this usually means that the online payment was not fully completed or was unsuccessful. In this case, no Form Response email is sent to the Donor.

Manual Payments
If a person uses a payment method not connected to a payment gateway (such as Cash, Invoice or bank Transfer), then infoodle cannot recieve an automatic payment confirmation.
In this case, a Payment Paid of $0.00 is expected, as the form can be marked as Paid later once you have confirmed that payment was recieved.

Review and Approve the form

When Processing forms that have financial data it is always good to check the Financial data on the Entry before you approve the form. The financial data available will be based on the Financial and Payment fields that were included when the form was created.

Payment Amount and Payment Method

Financial forms requires at minimum an Amount field to capture how much is being paid, and a Payment Method field to specify how the person will be paying.

The Amount field will display how much they are paying, as well as the deatils of the Account code and any Xero Tracking Category infomation (if you are connected to Xero)

The Payment Method Field will show which of the available Payment methods were selected by the donor.

If you need to alter these values then you can do so, and then click Save form changes to apply any changes you have made.

Pledges and Recurring Payments

If you have a form where people are signing up for a pledge or recurring payment then the Recurring Period field now describes in detail the pledge that is created from the entry.

If you need to alter these values then first approve the form entry to the correct contact, then go to the Profile Page of that contact and edit the Pledge details

Financials for Repeating Blocks

If you have added the Repeating people block field (when building your form) then in order to Approve the form you must prooess each separate Repeating Tab on the form.

Any financials or payments on the form can only be allocated to one of the contatcs from the form entrty. You will need to select Attach financials to this contact processing that contact and will see the $ sign next to that Contact.

Move through the people tabs and select whether to Assign or Create for each one e.g first do Repeat 1-1 (Mary Brown), click Assign or Create, then click on the Repeat 1-2 (Jane Doe) and do the same for Jane, etc.

You will know that you have completed doing them all when there is a tick alongside their name like with Mary Brown in the screenshot below.

Form payments

Online payments

If a form has payments made via an Online Payment Gateway, then when you reconcile the transaction in infoodle you can link it to the form and mark as paid.

If you are using Stripe or Gocardless as your Payment Gateway for Credit Card payments, you can instead reconcile the Stripe Payout once it is issued. When a Payout is reconciled it will create the Transaction in infoodle.

How does infoodle handle credit card fees?

Manual payments

If a form has payment entry fields e.g. donations, payments for tickets or camp fees etc then these will need to be processed manually unless Online Payment was made at the time of submission (e.g. credit Card via a payment gateway such as Stripe or EziDebit).

Form Entries not paid online will be listed as unpaid until the Form is linked to a Payment vi one of the Following Methods

1. When Reconciling a Batch (e.g. imported manually or from Xero), if there is an upaid form that closely matches a Transaction, you can use the Transaction to "Pay" the form
2. After the entry has been approved, Manually add payment from the Form Entry page using the Add Payment option under the Payment History Section

Create an invoice in Xero from an infoodle form

For Xero users, once a form is approved, you can create an invoice in xero.