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User - Payments Tab

The The Payments tab allows administrators to process user payments for onevarious oroutstanding allitems paymentsuch typesas due (lockers, parking permits, temporaryand permits,violations. accessIts card,primary violations).purpose This page also shows any financial adjustments that have been madeis to a user account.

Purpose and Overview

This article outlines the process for OPSCOM administrators to make a payment on behalf of a user. This functionality is essential for handlingfacilitate phone-in payments, in-person transactions, orand assistingto assist users who are unable to complete the payment process themselves. TheseThis instructionsarticle areis intended for administrative staff with payment processing permissions.

Using

Setup thisand Feature

Configuration

NoThis feature requires no special configuration is required to usebe thisused feature,directly on the user profile, provided your foundational financial settings are established.

Admin Side: Administrators must ensure that yourthe organization's payment gateway and item pricing have already been configured.configured globally. For more details on these initial setups, please refer to the Payment Gateway Configuration and Pricing & Lot Admin articles.

FollowUser theseSide: stepsUsers can also process their own payments directly through the public-facing portal for most standard items and violations, provided they have an active account.

Using this Feature

Administrators can use the following instructions to processnavigate to a paymentuser's foraccount aand usermanually account.process an outstanding payment.

  1. GoHover to over User Management and click User Search.

  2. UseEnter the search fieldscriteria to find the specific user byand click their Name, Username, Email, or Account Number. Click the user's Username infrom the search results to open their Profileprofile Page.page.

  3. Click the Payments tab.tab Ato view a list of outstanding itemsitems, such as violations or permits will be displayed.permits.

  4. Enable the checkbox next to each item you wish to include in the current payment.

    • View Item Details: Click on any item name highlighted in blue to view more detailed information. If you make any changes in the detail view, you must click the Update button to save them.

    • Remove an Item: To permanently remove an item fromClick the user'sProceed account,to Payment button once all necessary items are selected.

    • Review the transaction summary on the Payments Due screen, click the correspondingPayment Type drop-down menu, and choose the correct payment method.

    • Click the RemoveSubmit Payment Information button.

  5. Verify that all payment details are correct on the final confirmation screen and click the Confirm Payment Information button.

  6. Review the Transaction Details screen. You may click Adjust to modify the payment total (e.g., applying a discount) or click Cancel Transaction to abort the payment process.

  7. Click the Process Manually button to complete the transaction.

Warning:For Thecredit card transactions utilizing an integrated payment gateway, the final step may occur automatically without needing to click the manual processing button. Once the payment is accepted, a transaction confirmation number will be displayed.

While selecting items in step 4, you have the option to click the Remove button next to an item. The remove action is permanent and cannot be undone. Use this with extreme caution, as the item will be completely removed from the user's account, not just excluded from the current transaction.

  1. After selecting all items, click the Proceed to Payment button.

  2. On the Payments Due screen, review the transaction summary. Select the payment method from the Payment Type drop-down menu and click Submit Payment Information.

  3. A final confirmation screen will appear. Verify that all payment details are correct and click Confirm Payment Information.

  4. You will be directed to the Transaction Details screen. Before finalizing the payment, you have two primary options:

    • Adjust: Click to modify the payment 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.

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

  6. 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 &and Considerations

  • Double-Checkcheck Beforebefore Confirmingconfirming:: Always verify the selected items and payment amount with the user before clickingconfirming Confirmthe Paymentpayment Informationinformation., as reversingReversing a finalized transaction is a much more involved administrative process.

  • Understand Manualmanual vs.versus Automaticautomatic Processingprocessing:: Be aware of how your system is configured. If a payment gateway is active, credit card transactions are typically processed in real-time. Manual processing is specifically used for logging cash, cheque, or other offline payment methods.

  • Use the Cancelcancel Buttonbutton to Abortabort:: If there is any uncertainty or an error is discovered before final processing, use the Cancel Transaction button. button toThis safely exitexits the workflowworkflow, leaving the items on the user's account as outstanding without causing any financial impact.

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