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Settling fees with reductions and assumed costs

The confirmations for the Summer holidays 2027 are committed, and the citizens' office of Elmsbrück settles the fees. The Beispiel family brings a notice on education and participation benefits (BuT) for Alex, and Mia has the Elmsbrück-Pass. For Luka Muster there is an agreement on a hardship case. In the end both families are settled: the Beispiel family in cash at the counter, the Muster family through a payment link. You need about 40 minutes.

What you need

  • For steps 1 and 2, an account with the role Super admin; afterwards the role View and create payments.
  • Online payment that is set up: Collecting participation fees online with pmPayment.
  • In the season Summer holidays 2027, the committed confirmations of Alex Beispiel for the canoe trip (€15.00), of Mia Beispiel for the pottery course (€12.50) and of Luka Muster for the canoe trip. Alex and Mia belong to Jo Beispiel's account, Luka to Charlie Muster's account.
  • The BuT notice of Landkreis Elmsbrück for €15.00 for Alex's canoe trip.
  • Mia's Elmsbrück-Pass with number and validity.

Step 1 – Set up the reductions

A reduction lowers the payment obligation itself, because Elmsbrück waives part of the fee. The Elmsbrück-Pass applies to every registration of a participant with a pass, so it should be storable on the participant. The team decides on a hardship case individually, so it gets no fixed value.

  1. In the sidebar under System, select Settings.
  2. Switch to Payments > Reductions.
  3. Select Add reduction.
  4. Under Name, enter Elmsbrück-Pass.
  5. Under Reduction, leave Percent selected and enter 50.
  6. Under Minimum fee, enter 2.00, and under Maximum fee, enter 20.00.
  7. Turn on Applies to participants.
  8. Select Add reduction again, enter Hardship case under Name and select Amount typed under Reduction.
  9. Select Save.

The list now shows “Elmsbrück-Pass” with “−50 %”, “from €2.00”, “up to €20.00” and “on participants”, and below it “Hardship case” with “Amount typed · note required”.

Step 2 – Create a booking template for education and participation

If a provider covers the fee, the payment obligation remains, because the money comes from someone else. The team books it as credit. The template ensures that each of these bookings has the same name and carries the code “BuT” in the account statement.

  1. Switch to Payments > Booking templates.
  2. Select Add template.
  3. Under Name, enter BuT credit.
  4. Under Providers to choose from, enter Landkreis Elmsbrück, Jobcenter Elmsbrück.
  5. Under Code, enter BuT.
  6. Under Default booking text, enter BuT · {Leistungsträger}, notice {Monat}.
  7. Select Save.

The template “BuT credit” now appears in the list with “+ Credit” and “Code BuT”.

Step 3 – Store the Elmsbrück-Pass for Mia

Mia's pass is valid for the whole season. If it is stored with Mia, it reduces each of her registrations, even if the family pays online. The date under “valid until” makes the reduction end with the pass.

  1. Select Participants.
  2. Enter Mia Beispiel in the search field.
  3. In Mia's actions menu ⋮, select Edit.
  4. In the Reduction section, turn on Elmsbrück-Pass.
  5. Under Number, enter MP-2027-0417, and under valid until, enter 31.12.2027.
  6. Select Save.

The message “Your changes have been saved.” appears, and under Reduction it says “Elmsbrück-Pass” with the number. Because the team enters the pass itself, the reduction applies at once.

Step 4 – Book the credit for Alex

The Beispiel family has never paid, so it is not yet listed under Debtors. You still reach its page through its name in the list of open registrations. You do not request the rest by payment link, because Jo Beispiel pays at the counter right away.

  1. Select Payments and then the key figure Open.
  2. In the row of Alex's canoe trip, select Jo Beispiel under Pays.
  3. Above the Account statement, select Manual booking.
  4. Under Template, select BuT credit.
  5. Under For, select Alex · Canoe trip. Amount shows €15.00.
  6. Under Provider, select Landkreis Elmsbrück.
  7. Select Book credit.

The Account statement now shows “BuT” and “Credit · Canoe trip · Alex” with +€15.00, and Credit today stands at €15.00.

Step 5 – Record Jo Beispiel's cash payment

Jo Beispiel is at the citizens' office. “Record payment” combines all open fees of the family, deducts Mia's reduction and offsets the BuT credit. What remains is the share the family bears itself.

  1. Select Payments > Record payment.
  2. Enter Jo Beispiel and, under Accounts, select Jo Beispiel.
  3. Check under What for: The canoe trip is at €15.00, the pottery course with the reason Elmsbrück-Pass is at €6.25, and Apply credit deducts €15.00.
  4. Leave Cash selected under How is it paid.
  5. Under Received, enter 10.00. Change shows €3.75.
  6. Select Book €6.25 & print receipt.

The message “Receipt {number} booked” appears, and below it “€6.25 booked in cash.” The receipt names both offers with the regular fee and below it “Reduction · Elmsbrück-Pass”.

For Luka, the team has agreed on a fee of €5.00. The agreement applies to this one registration only, so you grant the reduction when settling. Charlie Muster pays online; the receipt stays open until the money arrives.

  1. Select Payments and then the key figure Open.
  2. Select the canoe trip of Luka Muster.
  3. Select Settle & create receipt.
  4. Under the item, select the reason Hardship case.
  5. In the item's row, enter 5.00.
  6. Under the item, enter Agreement with the youth welfare office as the note.
  7. Check that Payment link is selected under How is it paid and that Charlie Muster's address is under Send link to.

Warning

fepli sends the email to Charlie Muster immediately.

  1. Select Create receipt & send link.

The message “Receipt created” appears, and below it “Receipt for €5.00. Payment link sent to charlie.muster@example.org.” Under Payments > Receipts, the receipt appears with the status new.

What you have achieved

Both families are settled, and each way suits its case. The BuT money appears as credit in the Beispiel family's account statement, and the Elmsbrück-Pass lowers Mia's fees for the whole season. The hardship case is noted on Luka's registration. If Charlie Muster does not pay, remind them on the receipt page with Remind.

If your case is different

Where to go next

← BackCollecting the credentials of an offer's trainersNext →Setting up fepli for Elmsbrück