Make a Payment

Payments can be made towards fees or deposits as well as made towards fees from paid deposits that are associated to a case. The administrator can set specific fees which can be paid using a contractor's escrow account. Making a payment towards fees or deposits uses the same process in the Make Payment panel, but is accessed differently.

NOTE: Custom fields can be configured by the administrator and applied to specific areas in the UI, such as based on a specific template, fees, comments, and more. See Custom Form in the Admin 2.2 Guide for more information.

You can make a payment towards any fees and deposits associated to a case.

PREREQUISITES:

  • A case must have a fee or deposit associated to the case. For more information, see Add a Fee or Add a Deposit.
  1. Open a case.
  2. Tap Add record in the Payment panel.

The Make Payment panel opens.

NOTE: Any unpaid fees or deposits associated to the case are listed.

  1. Select Pay Fees or Pay Deposits to choose whether you want to pay fees or pay deposits associated to the case.
  2. Select the fee(s) or deposit(s) you want to pay.

TIP: Select the Select All check box to apply the payment being made to all of the fees or deposits. If all of the fees or deposits are selected, select the Clear All check box to unselect all of the fees or deposits.

  1. Select the Tender Type.

The Payment Amount defaults to the total amount of the selected fee(s) or deposit(s), but the amount can be changed.

  1. Enter a payment source, such as an internal purchase order (PO), in the Reference field.
  2. Enter any additional Comment about the payment.
  3. If you know who paid the fee(s) or deposit(s), tap Payer Info. See Add Payer Information to a Payment for more information.
  4. If you have attachments, tap Payment Attachments. See Use Attachments on Payments for more information.
  5. Tap Make Payment.

Once the payment is made, a receipt is created and can be viewed. See View Receipts for more information. See Payment Panel Fields for an explanation of the fields on the payment panel.

NOTE: If no fees or deposits are selected, the payment is applied to every fee or deposit and moves down the list of fees or deposits until the total amount paid is applied.

You can make a payment towards fees using a deposit that has been paid.

PREREQUISITES:

  • A case must have a fee or deposit associated to the case. See Add a Fee and/or Add a Deposit for more information.
  • The deposit(s) must be paid before being applied to fees. See Pay Fees or Deposits for more information.
  1. Open a case.
  2. Tap Add record in the Payment panel.

The Make Payment panel opens.

  1. Tap Apply Deposits.

Any paid deposits and unpaid fees associated to the case appear.

  1. Select the deposit(s) in the Deposit section that you want to apply to the associated fee(s) in the Fees section.
  1. Select the fee(s) you want to pay with the selected deposit(s).
  2. Tap Apply Deposit.

NOTE: If no fees are selected, the deposit is applied to every fee and moves down the list of fees until the total amount of the deposit is applied.

Once the payment is made, a receipt is created and can be viewed. See View Receipts for more information. The Make Payment panel refreshes and shows any remaining fee(s) or deposit(s) that were not selected or that were not paid by the applied deposit(s).

See Payment Panel Fields for an explanation of fields.

You can make a payment towards certain fees using a business or contractor's escrow account.

PREREQUISITES:

  • The case must have a business or contractor added that has money in their escrow account. See Add a Payment to the Escrow Account for more information.

  • Administrators must designate which fees associated with the case template can be paid using funds from a contractor's escrow account. See Configure Escrow Fees in the PLL Admin for 15.8 Guide for more information.

TIP: See Apply Escrow Payments to Fees on MyCityworks for a quick start guide on this subject.

  1. Open a case.
  2. Tap Add record in the Payment panel.

The Make Payment panel opens.

  1. Tap Apply Escrow.

Any escrow amounts available for the selected business or contractor(s) and escrow fees due for the case are listed.

  1. Select the business or contractor to apply their escrow amount to the selected fee(s).
  2. Select the fee(s) you want to pay with the selected escrow account.
  3. Tap Apply Escrow Payments to apply payment to the fee from the business or contractor's escrow account.

The Make Payment panel refreshes and shows any remaining escrow amounts and fee(s) that were not paid. A receipt is created and can be viewed. See View Receipts for more information.