Adding/Managing Payment Due Dates and Reminders for Budget Line Items

Video Tip - Go to the 3:43 mark of the video to view information on how to add payment due dates and reminders to Budget Line Items.

This feature lets you add payment due dates and reminders for those payments to Budget line items so that the responsible parties can make payments in a timely fashion. You can also mark a payment due date/reminder as paid, which will add it as a payment to the line item.

To Add a Payment Due Date/Reminder to a Budget Line Item:

  1. Click on the "Budget" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Budget" tool.
  2. Find the appropriate Line Item and click on the "Actions" button in the far right column and select the "Add Payment Due Date/Reminder" option - OR - Click on the "View Details" link next to the Line Item name (which expands the Line Item details) and then click on the "Add Due Date" button next to Due Dates.
  3. Add the title of the item; amount due; and due date.
  4. Add the Contact(s) responsible for payment and the Vendor to be paid.
    • NOTE: In order to add a Contact responsible for payment, they first must be assigned to the Event (which you can do on the Event Dashboard).
    • NOTE: In order to add a Vendor to be paid, they must first be added to the Event (which you can do on the Event Dashboard).
  5. Optional: Add a reminder date and reminder time.
    • NOTE: You have the option to set a reminder prior to the Due Date that will be sent via email and/or text message to the Responsible Parties. This reminder is in addition to the automated email notification sent at 8 a.m. on the Due Date
  6. Optional: Add a note/message and click "Save" when you are finished.

To Edit/Delete a Due Date/Reminder for a Budget Line Item:

  1. Click on the "Budget" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Budget" tool.
  2. Find the Line Item in question; click on the "View Details" link next to the Line Item name (which expands the Line Item details); and then click on the dropdown arrow to the right of the Due Date item in question.
    • To edit the entry:
      • Select the "Edit" option; make your edits; and click "Save".
    • To delete the entry:
      • Select the "Delete" option and confirm.

To Mark a Payment Due Date/Reminder as "Paid":

  1. Click on the "Budget" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Budget" tool.
  2. Find the Line Item in question; click on the "View Details" link next to the Line Item name (which expands the Line Item details); and then click on the dropdown arrow to the right of the Due Date item in question.
  3. Select the "Mark As Paid" option; make any necessary edits; and click "Save".
  4. The item is now marked as "Paid" and the payment has been added to the line item's "Paid To Date" field.
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