User - Payments Tab

The Payments tab allows administrators to process user payments for one or all payment types due (lockers, parking permits, temporary permits, access card, violations). This page also shows any financial adjustments that have been made to a user account.

Quick

Processing Steps:

a Payment on Behalf of a User

 

Purpose and Overview

This article outlines the process for OPS-COM administrators to make a payment on behalf of a user. This functionality is essential for handling phone-in payments, in-person transactions, or assisting users who are unable to complete the payment process themselves. These instructions are intended for administrative staff with payment processing permissions.

 

Setup & Configuration

No special configuration is required to use this feature, provided that your organization's payment gateway and item pricing have already been configured. For more details on these initial setups, please refer to the Payment Gateway Configuration and Pricing & Lot Admin articles.

 

Using this Feature

Follow these steps to process a payment for a user account.

1. Click on

   Navigate to the user's profile. Hover over User Management tab and click User Search.Search.

2. Search for

   Use the search fields to find the user usingby either atheir nameName, usernameUsername, emailEmail, or accountAccount number.Number

.
3. Click on thatthe user's usernameUsername in the search results to enteropen that user'stheir Profile Page.

4. Click on the Payments tab. A list of outstanding items such as violations or permits will be displayed.

5. Enable checkboxesthe checkbox fornext itemsto each item you wish to payinclude for.

6. Click on blue items for more info; click Update to save any changes.
7. if you wish to remove an item click the Remove button (no undo) to remove that item.
8. Click Proceed to Payment.
9. Review and submit payment details, then click Submit Payment Information.
10. Verify and click Confirm Payment Information.
11. Final chance to edit or cancelin the payment.
• Click

  AdjustView forItem changes to the cost.

• Process PaymentDetails: Click Process Manually or wait for automatic processing.
• Check the transaction confirmation number and make any needed adjustments or refunds.

Step-by-Step Instructions:

1. Locate user search: Click on the User Management tab and click User Search.
2. Search for a user: Search for the user using either a name, username, email or account number.
3. Locate user profile page: Click on that user's username to enter that user's Profile Page.
4. Locate payments tab: Click on the Payments tab.
5. Select Items to Apply Payment: Enable the checkboxes for the items you want to pay for.
6. View More Details: Click on any item name highlighted in blue to accessview more detailed information. If you make any changes,changes alwaysin the detail view, you must click the Update button to save them.

7. Remove Items:an Item: To permanently remove an item,item from the user's account, click the corresponding Remove button.

   Be
cautious,

 

Warning: The Remove action is permanent and cannot be undone. Use this with caution, as therethe isitem nowill undobe optioncompletely forremoved thisfrom action.the user's account, not just the current transaction.

 

5. Make a

   After Payment:selecting Clickall items, click the Proceed to Payment button.

   The Payments Due screen will appear.
6. Confirm Payment Details: Review the payment details on

   On the Payments Due screen.screen, review the transaction summary. Select the payment method from the Payment Type drop-down list.menu Clickand theclick Submit Payment Information.

   button.
7. Payment Confirmation:

   A The Payments Duefinal confirmation screen will appear. Verify that all payment details are correct and click the Confirm Payment Information.

   button.
8. Transaction Details:

   You Thiswill takesbe youdirected to the Transaction Details screen. YouBefore canfinalizing makethe finalpayment, changesyou have two primary options:

   • Adjust: Click to modify the payment here.total. This is useful for applying a discount or adding a surcharge.

   • Cancel Transaction: Click to completely cancel the payment process. The items will remain on the user's account as outstanding.

9. To complete the transaction, click the Process Manually button. For credit card transactions with an integrated payment gateway, this process may occur automatically.

10. Once the payment is accepted, a transaction confirmation number will be displayed. From this screen, you can perform post-payment actions such as making an adjustment or issuing a refund.

 

Best Practices & Considerations

• Double-Check Before Confirming: Always verify the selected items and payment amount with the user before clicking Confirm Payment Information, as reversing a transaction is a more involved process.

• Understand Manual vs. Automatic Processing: Be aware of how your system is configured. If needed,a clickpayment gateway is active, credit card transactions are typically processed in real-time. Manual processing is used for cash, cheque, or other offline payment methods.

• Use the Cancel Button to Abort: If there is any uncertainty or error discovered before final processing, use the Cancel Transaction button to cancelsafely exit the paymentworkflow andwithout returnfinancial theimpact.

  items to inventory.
• Adjust Payment (Optional): If you need to adjust the payment amount, click the Adjust button. This can be done before or after completing the transaction.
• Process the Payment: For systems connected to a payment provider (gateway), credit card payments are processed automatically. To process manually, click the 'Process Manually' button.
• Accepted Payment Confirmation: After processing, a transaction confirmation number will be shown. You will also have the option to make adjustments or refund the payment.