Create a Transaction

To create a transaction from the Back Office, follow the steps below:

1. Select the Admin Center button.
    
2. Choose the Transactions tab.
    
3. Click the New Transaction button.
    

*NOTE: Fields with an asterisk (*) are required.

4. Fill in the following new transaction details:

• Customer* – Search by last name for the customer whose account will be charged.
• Transaction Date* – This field will default to the current date and time, but it can be manually backdated or postdated.

*NOTE: It is possible to backdate a Back Office transactions into a closed billing period. This backdated transaction will not automatically appear on an already-generated billing file. The billing period must be reset and reclosed to include this new transaction. (See Month End Close for more information.)

• Customer Type* – This field will default to the type assigned to the customer entered above. It can be manually change (if a Resident is paying for a Guest on a meal plan, for example).
• Department* – All transactions must be assigned to a department at your community.
• Item* – Search for an item to assign. This item will populate the price fields below.
• Form of Payment* – Choose one of the following options:
  –  The default Customer Account option will send the transaction charges to the customer’s plan. (For residents, this will most likely be a meal plan.)
  –  Only use the Force to Charge Account option if the transaction charges should be billed directly to the customer at the end of the billing period.

*NOTE: Other forms of payment, such as cash or credit card, cannot be charged from the Back Office.

• Description – This optional field is for any notes a user may want to add to the transaction for internal use.
   

5. The price fields will auto-populate based on the item selected above. However, they can be manually adjusted to change the transaction total.

• Quantity* – The item quantity will default to 1.
• Unit Price* – This field shows the price of the selected item. A unit price must be manually added to this field if an open-priced item is selected.
• Amount* – This amount is the unit price multiplied by the quantity.
• Tax %* – The percentage will match the tax rate assigned to the selected item. A tax %  must be manually added to this field if an open-priced item is selected.

*NOTE: The following Total price equals the Amount multiplied by the Tax %.
 

6. If this is a single transaction, click Save and Close.

The new transaction is now created and added to the Transactions page. The total price will be deducted from customer’s selected form of payment.

Create Batch Transactions

A Batch Transaction copies selected parameters over to a new transaction. Multiple transactions are still created individually, but the amount of information the user enters on each transaction can be significantly reduced. To create a batch transaction, follow the steps below:

1. Create the first transaction using steps 1-5 of the section above.
    
2. At the bottom of the New Transaction window are six option boxes. Select which parameters should be carried over to the next transaction.
    

3. Click Save and Create New Batch Transaction. The first of the batch transactions is created, and a new transaction will be generated with the selected parameters pre-filled. (See image below.)
    
4. On the new batch transaction, fill in the parameters that did not carry over.
    
5. Click Save and Create New Batch Transaction for the new transaction.

*NOTE: Repeat steps 4-5 for all remaining transactions.
 

6. On the final transaction only, click Save and Close.

The batch of new transactions will be deducted from the assigned customer(s) and will appear under the Transactions tab in the Back Office.