The "consolidating payments" feature will allow you to merge/consolidate several entries together.
This article explains the use cases that this functionality supports, how to merge these recorded entries, and what to do if the entries are not yet edited.
One payment for multiple purchases
In this particular case, a member may decide to pay for their membership and the purchase of their equipment with a single bank check. To correctly record the payments on the platform, it is first necessary to register the membership and equipment purchase acts separately and link them to the buyer. Then you can combine the two entries and record a common payment.
A family registers several children (with discount) and wishes to pay with several checks
This situation is common in sports and cultural associations but could be familiar to many others. A mother wishes to register her three children for music lessons. This mother wants to pay the registration amount in several installments. If this person has done this online, you will only have to go to the transaction details and register new payments.
However, suppose you have to register manually. In that case, it is better to register the three children separately, linking them to their mother's profile while indicating personalized discounts corresponding to the family rate. When you have done this, all you have to do is go to the debts and receivables section, group the transactions together and add checks as a payment method.
Partial refund/debt write-off
A person owes you $100 (for the registration to an event, for example), and he/she has already given you $30 but refuses to pay you the rest. Since the $70 will never be collected, you must declare it a "loss." You then enter a loss in the accounting - or credit if it is an overpayment - in the "book-entry" menu, link it to the person who wished to register, and group it with the initial entry for the registration.
Managing volunteer expenses
A volunteer/elector has advanced expenses. He/she would like not to be reimbursed for the expenses advanced and would like to turn this amount into a donation. To solve this case, you have to go to the entry part of the accounting, record a donation, and group it with the expenses the volunteer has collected.
This feature aims to group entries for which there is a common payment. It is not to group entries into coherent groups.
For example, if you have made several expenses for an event, there is no reason to group them. These expenses are not linked to each other by the same payment. To track them by project, you should use cost accounting. The same applies to revenues: you should not link revenues that are not linked by the same payment.
To group receivables together or debts together, they must be :
- Linked to the same buyer (customer or supplier)
- Or linked to a person in your community
Generally, it is forbidden to offset a debt and a receivable from a third party. Therefore, it is impossible to group entries for which a third party is both a supplier and a customer. Instead, enter a payment for each debt and receivable entry.