Add a Household Wallet Transaction

Create a Household Wallet Invoice (Negative Amount)

When you add or import a negative amount into a Household Wallet, the system automatically generates a one-off invoice in that amount and e-mails the invoice to the Household Members. Note that if you import a negative balance for a specific Household, you DO NOT need to create a separate Household Wallet invoice for that amount.

A Household Wallet invoice covers an amount that an individual Household owes outside of any current dues that you have set up in the system. Only use a Wallet invoice to collect money that a Household owes beyond and outside of any late payment for a one-off invoice invoiced through the system. Otherwise, you will create a duplicate request for payment.

Manual addition via Member Details

1. Click on the “Membership” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Members” tab.
3. In the “MEMBERS” window that opens, scroll through the Membership list until you find the row that contains the correct entry. If your list covers more than one page, click on the right arrow above the list to move to a later page, the left arrow for an earlier page, or a page number to go directly to that page.
• For information on how to search for specific Members, please see the “Filter the Member List” topic in the “Membership” section of these instructions.
4. In the “Actions” column, click on the three-dots menu and choose “View Member.”
5. In the “MEMBER DETAILS” window that opens, scroll down to the “MEMBER DUES” section on the right, and click on the “+Add Invoice” link at the right below the title of the section.
6. In the “ADD INVOICE” window that opens, enter a distinctive name for the invoice in the “Invoice Name” box.
7. Type the billable amount of the item in the “Amount” box.
8. Click in the “Due Date” box to reveal a calendar from which to select the due date. By default, the calendar displays the current month.
• To change the month, click on the arrows to the right of the month and year displayed in the calendar. Click on a start date to select it, and then an end date to select the conclusion of the exclusion period. To confirm the settings, click on the “Set” link at the top of the calendar window.
9. Click on the “When would you like the invoice to be due?” dropdown menu to open it and select payment terms.
• An invoice goes out a specific number of days before it is due, which equals the payment terms. Select “Net 15,” “Net 30,” “Net 45,” “Net 60,” “Net 90,” “Net 120,” or “Net 365” to give residents 15, 30, 45, 60, 90, 120, or 365 days to make a timely payment. Select “Custom Terms” to reveal the “Custom Terms” box and set a different value for the payment terms. Enter the desired number of days into the “Custom Terms” box. The system automatically shows you the date on which your invoices will go out.
10. In the “Add Invoice Instructions” box, type or paste information about how you want your residents to pay, additional information about the one-off invoice, or any other details you need to share.
11. Set the “Should this due be required for Member Access?” radio buttons to “Yes” to block late-paying Members’ access to Members-only portions of your website until they pay the invoice for this item. Set the “Should this due be required for Member Access?” radio buttons to “No” to allow full website access for Members who have not paid the invoice for this one-off invoice.
12. Click on the “Next” button to advance to the second tab of the “ADD INVOICE” window. To exit the process without creating an invoice item, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.
13. On the “ADD FEES” tab, activate the checkbox for “Enable Partial Payments” to allow Members to pay a one-off invoice in multiple separate installments. Note (1) that you cannot activate both partial payments and late fees, and (2) that activating partial payments does not set a payment schedule, but simply allows Members to make more than one payment toward the total amount due.
14. Activate the checkbox for “Enable Service Fees” to apply a transaction fee to each payment.
15. Once you activate “Enable Service Fees,” the service-fee percentage and amount boxes appear.
• These boxes are preset with the correct values for one-off invoices with values ≤$625. If the face value of your one-off invoice is >$625, change the ACH services fees to 0% and $6.25.
• Transaction processing fees are added to the amount the resident pays. If you do not activate the “Enable Service Fees” checkbox, these fees are deducted from the amount that Stripe deposits in your community bank account.
• (For instructions on how service fees work, please see the “How Transaction Processing Fees Work” topic in the “Best Practices” section of these instructions.)
16. In the “Late Fees” section, activate either or both of the two fee options.
17. Activate the “Enable Interest-Based Fee” checkbox to apply a simple or compound interest-based late fee with configurable grace period and optional recurrence. Set the “Interest type” dropdown menu to “Simple” for simple interest and “Compound” for compound interest.
• In the “Percent” box, enter the fee value as a percentage of the face value of the one-off invoice.
• Click on the “Frequency” dropdown menu to open it and select “Once,” “Daily,” “Weekly,” “Monthly,” “Quarterly,” “Bi-Annually,” or “Yearly,” depending on how often you want the late fee to recur.
• In the “Grace Period” box, enter the number of days before the late fee applies.
• To remove an interest-based late fee, click on the trash can at the right of the data-entry area. Note that this deletion icon is not visible unless the “Enable Interest-Based Fee” checkbox is activated.
18. Activate the “Enable Flat Fee” checkbox to apply a flat-amount late fee with configurable grace period and optional recurrence.
• In the “Amount” box, enter the dollar value of the late fee.
• Click on the “Frequency” dropdown menu to open it and select “Once,” “Daily,” “Weekly,” “Monthly,” “Quarterly,” “Bi-Annually,” or “Yearly,” depending on how often you want the late fee to recur.
• In the “Grace Period” box, enter the number of days before the late fee applies.
• To add more flat fees, click on the “+Add Another” button. Note that you cannot create more than one interest-based late fee.
• To remove a flat late fee, click on the trash can at the right of the data-entry area. Note that this deletion icon is not visible unless the “Enable Interest-Based Fee” checkbox is activated.
19. When you are happy with your one-off invoice setup, click on the “Save” button.
• To exit the process without creating an invoice, click on the “Back” button and then on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.

Manual addition via Households

1. Click on the “Households” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Households” tab.
3. In the “HOUSEHOLDS” window that opens, scroll through the list until you find the row that contains the correct entry. If your list covers more than one page, click on the right arrow above the list to move to a later page, the left arrow for an earlier page, or a page number to go directly to that page.
• For information on how to search for specific Households, please see the “Search for Households” topic in the “Households” section of these instructions.
4. In the “Actions” column, click on the three-dots menu and choose “Add Invoice.”
5. In the “Add Invoice” window that opens, enter a distinctive name for the invoice in the “Invoice Name” box.
6. Type the billable amount of the item in the “Amount” box.
7. Click in the “Due Date” box to reveal a calendar from which to select the due date. By default, the calendar displays the current month.
• To change the month, click on the arrows to the right of the month and year displayed in the calendar. Click on a start date to select it, and then an end date to select the conclusion of the exclusion period. To confirm the settings, click on the “Set” link at the top of the calendar window.
8. Click on the “When would you like the invoice to be due?” dropdown menu to open it and select payment terms.
• An invoice goes out a specific number of days before it is due, which equals the payment terms. Select “Net 15,” “Net 30,” “Net 45,” “Net 60,” “Net 90,” “Net 120,” or “Net 365” to give residents 15, 30, 45, 60, 90, 120, or 365 days to make a timely payment. Select “Custom Terms” to reveal the “Custom Terms” box and set a different value for the payment terms. Enter the desired number of days into the “Custom Terms” box. The system automatically shows you the date on which your invoices will go out.
9. In the “Add Invoice Instructions” box, type or paste information about how you want your residents to pay, additional information about the one-off invoice, or any other details you need to share.
10. Set the “Should this due be required for Member Access?” radio buttons to “Yes” to block late-paying Members’ access to Members-only portions of your website until they pay the invoice for this item. Set the “Should this due be required for Member Access?” radio buttons to “No” to allow full website access for Members who have not paid the invoice for this one-off invoice.
11. Click on the “Next” button to advance to the second tab of the “ADD INVOICE” window. To exit the process without creating an invoice item, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.
12. On the “ADD FEES” tab, activate the checkbox for “Enable Partial Payments” to allow Members to pay a one-off invoice in multiple separate installments. Note (1) that you cannot activate both partial payments and late fees, and (2) that activating partial payments does not set a payment schedule, but simply allows Members to make more than one payment toward the total amount due.
13. Activate the checkbox for “Enable Service Fees” to apply a transaction fee to each payment.
• Once you activate “Enable Service Fees,” the service-fee percentage and amount boxes appear.
• These boxes are preset with the correct values for one-off invoices with values ≤$625. If the face value of your one-off invoice is >$625, change the ACH services fees to 0% and $6.25.
• Transaction processing fees are added to the amount the resident pays. If you do not activate the “Enable Service Fees” checkbox, these fees are deducted from the amount that Stripe deposits in your community bank account.
• (For instructions on how service fees work, please see the “How Transaction Processing Fees Work” topic in the “Best Practices” section of these instructions.)
14. In the “Late Fees” section, activate either or both of the two fee options.
15. Activate the “Enable Interest-Based Fee” checkbox to apply a simple or compound interest-based late fee with configurable grace period and optional recurrence. Set the “Interest type” dropdown menu to “Simple” for simple interest and “Compound” for compound interest.
• In the “Percent” box, enter the fee value as a percentage of the face value of the one-off invoice.
• Click on the “Frequency” dropdown menu to open it and select “Once,” “Daily,” “Weekly,” “Monthly,” “Quarterly,” “Bi-Annually,” or “Yearly,” depending on how often you want the late fee to recur.
• In the “Grace Period” box, enter the number of days before the late fee applies.
• To remove an interest-based late fee, click on the trash can at the right of the data-entry area. Note that this deletion icon is not visible unless the “Enable Interest-Based Fee” checkbox is activated.
16. Activate the “Enable Flat Fee” checkbox to apply a flat-amount late fee with configurable grace period and optional recurrence. In the “Amount” box, enter the dollar value of the late fee.
• Click on the “Frequency” dropdown menu to open it and select “Once,” “Daily,” “Weekly,” “Monthly,” “Quarterly,” “Bi-Annually,” or “Yearly,” depending on how often you want the late fee to recur.
• In the “Grace Period” box, enter the number of days before the late fee applies.
• To add more flat fees, click on the “+Add Another” button. Note that you cannot create more than one interest-based late fee.
• To remove a flat late fee, click on the trash can at the right of the data-entry area. Note that this deletion icon is not visible unless the “Enable Interest-Based Fee” checkbox is activated.
17. When you are happy with your one-off invoice setup, click on the “Save” button.
• To exit the process without creating an invoice, click on the “Back” button and then on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.

Addition via import

1. Click on the “Households” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Households” tab.
3. In the “HOUSEHOLDS” window that opens, click on the “Households Actions” button and choose “Import Invoices or Balance.”
4. In the “HOUSEHOLD WALLET IMPORT” window that opens, click on the “+Import Household Transactions” button.
5. In the import window that opens, click on the “Download Import Template” and download the “import-Household-transactions.csv” file to your computer.
• This file requires Microsoft® Excel® or another spreadsheet program to open and edit it.
6. Enter your Household Wallet data into the file, with one line for each transaction. Enter negative values with a minus sign (e.g., -50.00). When you have finished entering your data, save the CSV file and close it. Do not change the file format of the CSV file.
7. In the import window, click on the “Browse” button and locate the file you just saved. Click on the file name to highlight it and click on the “Open” button. (If you accidentally choose the wrong file, you can use the “Remove File” link to deselect it, or click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window to stop the process.)
8. Enter a value in the “Terms” box to determine the number of days before the due date that the invoice goes out.
9. Click in the “Due Date” box to reveal a calendar from which to select the due date. By default, the calendar displays the current month.
10. To change the month, click on the arrows to the right of the month and year displayed in the calendar. Click on a start date to select it, and then an end date to select the conclusion of the exclusion period. To confirm the settings, click on the “Set” link at the top of the calendar window.
11. In the import window, click on the “View Summary” button.
12. In the “HOUSEHOLD WALLET TRANSACTIONS IMPORT SUMMARY” window that opens, click on the “Import” button to complete the import process.
• To exit the process without importing transactions, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.

Add a Household Wallet Balance (Positive Amount)

Member and Household Wallets are completely separate. Each can be used only to pay invoices for their respective types of dues.

A Household Wallet balance represents payment greater than the amount of Household dues owed. Invoices do not accept payment for more than their face value, so a positive balance must come from outside the invoice payment system itself.

Only an Admin can add a positive amount to a Household Wallet. Add funds to a Household Wallet if the Household has a positive payment balance outside of and beyond any current one-off invoice you have added in the system. Additionally, if Household Member wishes to add funds to a Household Wallet balance, you can accept an offline payment or set up a One-Time Charge to collect the funds.

Manual addition via Member Details

1. Click on the “Membership” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Members” tab.
3. Scroll through the Membership list until you find the row that contains the entry for a Member of the Household. If your list covers more than one page, click on the right arrow above the list to move to a later page, the left arrow for an earlier page, or a page number to go directly to that page.
• For information on how to search for specific Members, please see the “Filter the Member List” topic in the “Membership” section of these instructions.
4. In the “Actions” column, click on the three-dots menu and choose “View Member.”
5. In the “MEMBER DETAILS” window that opens, scroll down to the “MEMBER HOUSEHOLDS” section on the right, and click on the “View Wallet” link at the right below the title of the section.
6. In the “MANAGE HOUSEHOLD WALLET” window that opens, click on the “+Add Transaction” button at the top right.
7. In the “ADD TRANSACTION” window that opens, enter a distinctive name for this transaction in the “Transaction Name” box.
8. Type the amount of the item in the “Amount” box.
9. Enter any notes or comments about this transaction in the “Notes” box.
10. When you are happy with your transaction item setup, click on the “Submit” button.
• To exit the process without creating a transaction item, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.

Manual addition via Households

1. Click on the “Households” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Households” tab.
3. In the “Households” window that opens, scroll through the Household list until you find the row that contains the correct entry. If your list covers more than one page, click on the right arrow above the list to move to a later page, the left arrow for an earlier page, or a page number to go directly to that page.
• For information on how to search for specific Households, please see the “Search for Households” topic in the “Households” section of these instructions.
4. In the “Actions” column, click on the three-dots menu and choose “Manage Wallet.”
5. In the “MANAGE HOUSEHOLD WALLET” window that opens, click on the “+Add Transaction” button at the top right.
6. In the “ADD TRANSACTION” window that opens, enter a distinctive name for this transaction in the “Transaction Name” box.
7. Type the amount of the item in the “Amount” box.
8. Enter any notes or comments about this transaction in the “Notes” box.
9. When you are happy with your transaction item setup, click on the “Submit” button.
• To exit the process without creating a transaction item, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.

Addition via import

1. Click on the “Households” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Households” tab.
3. In the “HOUSEHOLDS” window that opens, click on the “Households Actions” button and choose “Import Invoices or Balance.”
4. In the “HOUSEHOLD WALLET IMPORT” window that opens, click on the “+Import Household Transactions” button.
5. In the import window that opens, click on the “Download Import Template” and download the “import-Household-transactions.csv” file to your computer.
• This file requires Microsoft® Excel® or another spreadsheet program to open and edit it.
6. Enter your Household Wallet data into the file, with one line for each transaction. Enter negative values with a minus sign (e.g., -50.00). When you have finished entering your data, save the CSV file and close it. Do not change the file format of the CSV file.
7. In the import window, click on the “Browse” button and locate the file you just saved. Click on the file name to highlight it and click on the “Open” button. (If you accidentally choose the wrong file, you can use the “Remove File” link to deselect it, or click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window to stop the process.)
8. In the import window, click on the “View Summary” button.
9. In the “HOUSEHOLD WALLET TRANSACTIONS IMPORT SUMMARY” window that opens, click on the “Import” button to complete the import process.
• To exit the process without importing transactions, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.