Adding/ Deleting charges

Once Attendees have been added to an event record, their guest accounts can be managed for any registration or miscellaneous charges they might need to pay.
Open their attendee record by highlighting the attendee you want to manage, click EDIT> EDIT ONE. Or simply double click the attendee. Once the edit screen is open click the ACCOUNT tab> Current Charges button

Or you can click the RED Account Balance number.

From the Statement of Account window, the user may perform all tasks related to managing the financial aspect of the guest account.

Adding a charge-
In the statement of account screen click ADD or F2, select the charge template that houses the price you're looking to add by clicking it.

To select the price, click directly in the red amount field. Find the price in the list that appears. Click the price you want and hit select.

Update the quantity field of the number being sold is more than 1. Ensure the Charge To box shows Personal Account. Edit the invoice line text as needed and click the apply button.
If the guest has not arrived yet, click yes on the "attendee has not checked in" pop-up.
If there are additional charges that need to be added to this account you can click Yes, and go through the previous steps again. If this was the only change, click No.

After all charged are added, Kx will revert to the attendee's account screen with the charges listed. At this stage any charges added to an attendee account may be deleted if necessary without have to create any credits or voids. Once the user clicks PRINT or SETTLE, the charges will be finalized and in order to remove them, they need to be credited.

You may also add additional charges at any time by clicking the Add button and following the above steps as necessary.
Deleting a charge-
In the Statement of Account screen highlight the charge you want to delete, click the Delete button or hit F1. Click Yes to completely delete the charge.

Settling accounts

Printing Statements-
To print a statement of the attendee's account (invoice) without finalizing the charges clink the Print Statement button or hit F4 in the middle of the Statement of Account screen.

This will generate a statement of account that can be printed, caved or emailed to the attendee.

To print a statement of the attendee's account (invoice) and finalize the charges click the Print button or F5 in the Statement of Account screen.

You will be asked to finalize the charges, click Yes. This will generate a statement of account that can be printed, saved or emailed to the client.
Crediting Finalized Charges-
Once charges have been finalized, the delete button will be replaces with a Credit button. Click the credit button or F1. Choose whether to credit selected, some or all. You can add a note pertaining to the reason for the credit, then click OK.

The account balance will show a $0.00 (or the total amount less the credited charges) and the original charges and the credited charges will be visible in the account window.

Payments

Taking a Payment-
Click Settle or F6, click yes on the Continue screen.
On the Invoice Payment screen you will see event details and the amount remaining. Find the settlement method field and type in the payment amount.

If you want to put in the entire remaining amount click the F3 button and it will automatically enter in the remaining balance amount. You will see once an amount is entered into a settlement method the Amount Remaining will change to zero.

Once done click Accept. Kx will print a receipt; this document can be saved, printed or emailed as necessary.
There will now be a record of any/ all payment applied to the attendee's account in the lower section of the account window.

Crediting or Correcting a Payment-
To correct a payment, click the Correct Payments button or hit F7. The Cash transaction screen will appear. Select the payment you want to correct/ credit from the list by clicking on it.

The Cash Transaction screen has three choices of how to edit an existing payment.
Credit the selected settlement will allow the user to add notes and refund a payment for any reason. Once notes have been entered, click OK. The selected payment will appear as shown below, with the original and the credit itemized.
The second option is to change the payment method. For example the payment method was added as cash but it was actually a credit card. Choose the payment method that needs to be corrected, and then select the correct settlement method from the drop-down list. Click the corresponding green arrow to apply the changes.

If the original payment amount entered was incorrect, the user may correct the payment amount by clicking in the change amount to field, entering in the correct amount, and clicking the green arrow to apply the changes.
Once any and all necessary changes and updates have been made to an attendee account, click the Close button in the bottom right-hand corner of the window.
Click Save from the edit Attendee window to save your changes.
NOTE: During any stage of managing attendee records, the user may go in and enter additional charges, changes dates of stay, etc. There is no limit to the number of "times" charges may be added to a guest account; however, the user will want to ensure that if the same people are attending various events, the correct charges are being entered against the correct event records for processing payment, etc so as not to throw off financial reporting.