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Managing Form Payments & Results

A video short course...

 

A Guide to Managing Form Payments and Results

The process of managing payments and the results of form completions (i.e. form data) will vary widely depending on the types of forms you utilize.  Complex forms that allow for partial payments with complex price manipulation rules will of course be more challenging to manage.  It is recommended that users start with basic forms and then expand to more complex situations as your knowledge and comfort level grow. The following topics are explained below, Web Form Accounting Fund, Partial Payments, Payment Visibility, Manual Payments (by check or credit card) and Reporting.

Web Form Accounting Fund

Payments through forms for events are collected to a system fund called Web Form Fund.  Because this is a system fund it cannot be deleted or renamed.  Once payments are collected to that fund by a form completion, you can reallocate collected amounts to a different fund. However there is no audit trail of fund reallocations like this and therefore Elexio reports related to form payments will be incorrect. Elexio does not recommend making fund reallocations. 

Partial Payments

If you're going to allow partial payments, you need to indicate in the form options area what is the minimum amount that can be paid at the time of form submission. This is not a global setting but is rather a form by form setting.  The allowable partial amount can be described as a percentage or a dollar amount.  

For example if the minimum allowable is set to 50%,  and the event cost is $10, a person must submit $5 to successfully complete the form.

Important notes of caution.  

  1. Entries into the minimum allowable partial payment field must include either a $ sign or % sign.  If only a number is entered the form will not honor any minimum amount rule.
  2. If the field is left blank it is assumed that a full payment must accompany the form submission.
  3. When considering a partial amount threshold remember to factor in all potential controls that would impact price manipulation. (i.e. if you are adding an amount for t-shirt or other event costs)
  4. Subsequent payments cannot be made online by accessing a previously submitted form.  All subsequent payments must be made in person or by phone (see next section)
  5. Important: Events with payment require individual forms. In other words, if an event has an associated cost (even if just an add-on item), that event registration must use its own unique web-form.

Payment Visibility & Additional Payments

In the database event wizard the Attending tab will show everyone that has completed the form and registered for the event.  The total amount paid compared to the event cost itself and the resulting balance will be shown in separate columns.  This information will also be visible on the attending tab of a person's record.  To see details of individual payments that make up the total amount paid,  click on the dollar sign icon in the grid and you'll be presented with an additional sub-detail grid that shows individual payments and corresponding dates.

The sub-detail grid can also be used to record a payment. Select "Add New" and indicate Manual Payment or Credit Card Payment, 

Viewing Web Form Results (Reports)

Three reports are available to help you manage and view web form submissions.

  • Form Data by Person FCR 3901 (Located in the folder Custom Forms)
  • Form Data by Submission FCR 3902 (Located in the folder Custom Forms)
  • Event Payments FCR 4100 (Located in the folder Event Payments)

(Note: If you're not already, you can receive a detailed email of each form response. For more, see Web Form Email Notification).

Form Data by Person FCR 3901 

This is the primary report for analyzing the results of all parts of form submissions.(All questions for all form completions are available)

To run the report:

  1. Select the desired form from the list. All forms, whether they were used to register for an event or not, will be listed as an option (Since this list will grow over time a search box is available at the top of the list)
  2. Select Data Grid as the display option (There is no preview to screen option for the report).  Or select the output wizard to display in Excel or other formats.

To filter the report:

  • Data grids are an excellent way to preview information related to form registrations. Data grids have adjustable column widths and are filterable (hover over any column header and select the filter icon). 
  • Use the Field Chooser tab before viewing the data grid to limit the fields that will display.  Because these fields represent form data a color code system is used on the field choose tab:
    • Blue - Fields related to the form but not to a specific person's answer (for example if your form asked "Does your family attend first service" then went on to provide containers to answer questions about a each family member, the service attendance question would be blue).
    • Green - Fields related to specific answers on the form (in the example above if that same form went on to ask about ages or preferences of individuals these answers would show in green)
    • Black - These are not from the form at all but are instead people screen database fields.

Limits to this report:

  • This report can only be previewed to screen as a data grid
  • This report cannot be saved under a new name (i.e. field chooser options cannot be saved, but will have to be selected each time)

Form Data by Submission FCR 3902

This report is similar to Form Data by Person but has these additional limitations:

  • Only blue items as described above will be available on the field chooser tab.
  • This report does not allow for use of the Output Wizard.

Event Payments FCR 4100

 This report is not limited to displaying data collected on forms.  It is designed to analyze all payment data related to an event including payments made by forms, manually or when simple registration is used.

Deleting Forms

To delete a form, navigate to the Events area, then select the Common Tasks menu, then "Edit Registration Forms". Click on the red delete icon on the far right of the form listing you want to delete. The form will be soft-deleted and not appear in any of the report lists.

The ability to delete is controlled by a user's security rights. Navigate to Manage Security Settings and then Events> Manage Custom Registration Forms. The ability to delete is not allowed by default for all roles.

Adjusting the Database Report Labels in a Form

When editing form controls (see Building a Basic Web Form), a field is available to indicate the Database Report Label. This will replace, in the data grids that result when FCR 3901 and 3902 are run, the actual form label with something more appropriate for the report. For example your form control label may display "What size T-shirt do you need?" but you choose to change the Database Report Label to display as "Size".

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