Once you have added your clients, created your payment purposes, and entered the amounts due, you can begin recording the payments you receive.
Savetime allows you to record payments against the correct client and purpose so that each client’s payment history remains organized and their account information can be viewed later.
From the Client Accounts page, click:
Enter Payments
This takes you to the Institutional Payment Entry page, where you can record payments received from your clients.
At the Add Payment section, start by selecting the appropriate Purpose.
The purpose identifies the category or group under which the client belongs.
For example, a school may have purposes such as:
Select the purpose that applies to the client making the payment.
Once you select a purpose, the client selection area will provide the clients belonging to that purpose.
Where possible, use the dropdown list to select the client’s name rather than typing the name manually.
This is particularly useful when several clients have similar names.
It is preferable to use a modern browser that displays the dropdown arrow when selecting clients.
Some browsers may not display the dropdown arrow in the same way. This is a browser-related display difference and is outside Savetime’s control.
Using the dropdown where available helps reduce spelling mistakes and makes it easier to select the correct client from the list.
After selecting the appropriate client, enter the required payment information.
Make sure that the details you enter correspond to the payment you have actually received.
Pay particular attention to:
Accurate entries are important because these records are later used when viewing client balances and statements.
After entering the payment information, click:
Save Entries
This is an important step.
Your entries are not saved simply because you have typed them into the form. Always click Save Entries when you have finished entering the payments.
If you have several payments to record, you can enter the required payment entries on the page before saving them.
Review the entries carefully to make sure that each payment is associated with the correct client and purpose.
When you are satisfied that the information is correct, click Save Entries.
Each payment contributes to the client’s account history.
Correctly recording the payment allows you to maintain an accurate record of:
Amount Due → Payment Received → Outstanding Amount
This information can later be viewed through Check Due Amounts and the client’s statement.
For example, if a client has an amount due of 2,000 and pays 1,200, recording the 1,200 payment against the correct client and purpose allows the client’s account to reflect the payment and the remaining amount appropriately.
After saving your payments, you can go to:
Client Accounts → Check Due Amounts
This page allows you to review your clients’ account information.
You can also use View by Category to narrow the list and select an individual client’s View option to see their statement.
The statement provides a longer-term record of the client’s billing and payment activity and can be printed when required.
Before clicking Save Entries, take a moment to check:
Taking a few seconds to review the entry can help prevent mistakes in a client’s account.
Once the payment has been saved, it becomes part of the client’s payment record.
You can continue entering other payments as they are received and use Check Due Amounts and the client’s statement to monitor their account over time.
For information on viewing balances and statements, see Checking Due Amounts and Viewing Client Statements.