Prerequisites: Create Applications
Difference Between Payments and Invoicing
1. Payments is a more automated section that shows under each vendor, sponsor, or other applicant's submission when a booth selection (for example) has been made. It shows the applicant's selections when they went through the application process and input their payment information.
2. Invoicing is more manual and is useful for event organizers that need to charge an applicant an extra fee or perhaps something that was not included in your application price section. When an invoice is made, the link to pay it is sent directly to the applicant's email address.
3. You can manually charge at a later date, edit pricing info, refund, and obtain receipts for both the payments and invoicing sections.
Find Your Submission List
1. Make sure you are logged into Eventeny.
2. At the top of the home page, hover over the "My Events" tab and select the event you wish to work with.
3. On the left sidebar of your event dashboard, select "Submissions" under the "Artists, Vendors & Exhibitors" tab.
Note: You can use the payments and invoicing sections in the Sponsors and Other Applications tabs as well. For the sake of this tutorial, we will show how to use each section in the Artists, Vendors & Exhibitors tab. Keep in mind that each step and functionality remain the same throughout each tab.
Lastly, the Tickets tab also have similar functionality, but submissions look very different. That's why we've created a separate article for the ticketing payment solution.
4. This is your submission list. To access both the payment and invoicing sections for your submissions, click the "view submission" button written in blue text next to the right of the submission of your choice.
1. In order to be able to use the Payments section, your application(s) must have prices to choose from. If your application is free or does not have any prices attached to it, the Payments section does not apply to you.
This is the payment section. You can add a new payment (or price selection) by clicking the blue "New Payment" button at the top right of the section. From there, you can choose the price selection, amount, quantity, and add a comment for you and your team to review. You can also toggle if you want to charge the applicant now or later.
When you are finished, click the blue "Save" button at the top right corner.
2. In each submission, the payment section will show which price (or booth, if applicable) options they have chosen, as well as their payment information at the very top.
3. Each price selection is categorized by different columns that give you information like amount, fees, tax, date paid and more.
You may notice a code written in blue text under the "Status-Receipt" column. This is the receipt link, and you'll be able to view it by clicking it. Applicants can view this as well. You can even print it for your records by clicking the white "Receipt" button next to the "New Payment" button.
4. If you have you application settings switched to "charge at a later date," you will see a blue charge button to the left of the chosen price. If it is "charge upon submission/approval," you will see a refund button written in red text.
5. By clicking the "edit" button written in blue text, you can adjust their price selection, quantity, and add comments to the selection for you and your team to review.
1. Remaining in the submission, simply scroll down from the Payments section to the Invoice section. You can add a new invoice by clicking the blue "+ Invoice" button.
From there, you can add things like payment type, amount and description. You also may notice various toggles that serve to mark as the invoice as paid, notify the recipient via email of the invoice and a dropdown option to pass, absorb, or split fees.
2. Each invoice created is categorized by different columns that give you information like amount, fees, invoice number, and more.
You may notice a code written in blue text under the "Status-Receipt" column. This is the receipt link, and you'll be able to view it by clicking it. Applicants can view this as well. You can even print it for your records by clicking the "Invoice Number."
3. To the right of the invoice, there are three options to choose from: refund, edit and remove. Only the refund option is visible if the recipient has paid the invoice. For in kind, marked as paid, or refunded invoices, you will see all three options.
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Recommended Next Steps:
Learn about Ticket payment options
How to issue tickets to vendors, sponsors, volunteers, and other applicants
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