How_do_I_enter_a_payment_

How do I enter a payment?

Use Enter Payments to record a payment for a court amount, fine, or surcharge. You can edit or delete payments that have not been updated to the General Ledger.

You would enter payments to record money received for fines, fees, restitution, court costs, bonds, or other financial obligations associated with a case. Entering payments updates case balances, applies funds to the appropriate charges, and maintains accurate financial records within the court system.

Courts use payment entry to track collections, support financial reconciliation, generate receipts, manage outstanding balances, and ensure accurate reporting and auditing of court financial activity.


Enter a payment

Use Enter Payments to enter compensation for goods and services.

Do this...

1. Open Connect Court Management > Cases > Enter Payments.

2. Fill in the options on the form. Use the sections in this help topic to fill in each field. The fields are listed in alphabetical order.

3. Click the Save button.  

The payment is saved.

 

Enter an overpayment refund

An overpayment occurs when a customer pays more than they owe on their account. Use a refund to return the overpaid amount to the payee.

Do this...

1. Open Connect Court Management > Cases > Enter Payments.

2. Look up the case number. Press Enter.

3. Use the Code field to enter PMTADJ.

4. Use the Amount field to enter the overpayment amount.

5. Press Enter to move through the remaining fields.

The overpayment is refunded.

 

Enter bad checks

A bad check is an uncollectible check, in other words, the customer does not pay. Enter a payment adjustment to record the returned check amount, then enter a disposition for the NSF check fee.

Step 1: Record the bad check amount

Enter the bad check amount as a payment entry.

Do this...

1. Open Connect Court Management > Cases > Enter Payments.

2. Look up the case number. Press Enter.

3. Use the current date as the transaction date.

4. Use the Code field to enter PMTADJ.

5. Use the Amount field to enter the bad check amount.

6. Press Enter to move through the remaining fields.  

7. Do not close the Enter Payments form. You'll need it to complete the next section.

The bad check amount is recorded.

Step 2: Enter a disposition for the NSF check fee

Enter the fee for the bad check.

Do this...

1. Click the Dispositions tab.

2. Use the Code field to enter NSF. Replace NSF with the code that your organization uses to record fees for checks with non-sufficient funds. For example, NSF or NSFFEE.

3. Use the Amount fee to enter the NSF fee amount.

4. Press Enter to move through the remaining fields.

The NSF check fee is recorded. You're done.

 

Change a payment

Update the information on a saved payment.

Do this...

1. Open Connect Court Management > Cases > Enter Payments.

2. Use the Lookup bar to enter a case number. Press Enter.

3. Click the Payments tab.

4. Use the transaction grid on the Payments tab to select a payment.

5. Click the Down button to display the menu with additional options.

6. Select Modify Sequence from the menu.

7. Now, you can edit the sequence properties.

The updated payment is saved.

 

Delete a payment

Use Enter Payments to delete a payment transaction. If you need to delete a group of payment transactions, you may want to use the Batch Delete Payments routine to save time.  

Do this...

1. Open Connect Court Management > Cases > Enter Payments.

2. Use the Lookup bar to enter a case number. Press Enter.

3. Click the Payments tab.

4. Use the transaction grid on the Payments tab to select a payment.

5. Click the Down button to display the menu with additional options.

6. Select Delete Sequence from the menu.

The payment is deleted.

 

Set up payment defaults

Use Options (F12) to set up the program's default properties. These properties give you a way to change how information is displayed and choose the default settings. You can change the

  • Payment code

  • Skip fields

How do I change the default status?

1. Click Options (F12).

2. Click the Payments tab.

3. Enter the default payment code and set up the fields to skip.

 

Options

Action

The action refers to the transaction type. The Action field is only available when the code requires an action.

What do you want to do?

  • I want to change the follow up action. Use the transaction grid to select the follow up action. Click the Down button , next select Modify Sequence.

  • I want to delete the follow up action status. Use the transaction grid to select the follow up action. Click the Down button , next select Change Follow-up Action to Deleted. An X displays in the S (Status) column.  

  • I want to change the follow up action status to pending. Use the transaction grid to select the follow up action. Click the Down button , next select Change Follow-up Action to Pending.  

  • I want to change the follow up action status to completed. Use the transaction grid to select the follow up action. Click the Down button , next select Change Follow-up Action to Completed.  

Additional fields

If some of the fields that you need are missing from the Enter Payments screen, you can view the additional fields by clicking the Additional Fields button .

Amount

Use Amount to enter the payment amount.

What is the disposition amount?

  • I want to add an amount. Enter an amount. The application changes the amount to a negative number. Click Save (CTRL+S) to complete the entry.

  • I want to subtract an amount. Enter an amount, then click Save (CTRL+S) to complete the entry.

Code

A code is a number that is assigned to a payment entry.

How do I change the default payment code?

1. Click Options (F12).

2. Click the Payments tab.

3. Use the Default Code drop-down list to select a different option.

Date

The Date is the date the system will use to record the transaction.

Default payment code and skip fields

A payment code is a title assigned to an payment type. You can set up the options to display a default code value in the Code field that displays on the Payments tab.

Skip fields allows you to select the path the cursor will use to move through the fields that appear on the entry screen. You can stop at the fields that you use all of the time and skip the fields that are used less frequently. Either setting will not prevent a user from entering a field value.

How do I change the default payment code?

1. Click Options (F12).

2. Click the Payments tab.

3. Use the Default Code field to enter the default payment code.

 

How do I skip fields?

1. Click Options (F12).

2. Click the Payments tab.

3. Find the Skip Fields field and click Select.

4. Use the options on the Selection form to move the field title to the Selected Items list. Click OK.

 

Default payment history report definition

The default payment history report is the report that prints when you print the payment history from Setup New Cases or Modify Existing Cases. Click Options (F12) then navigate to the General tab > Payment History Report Definition field. Enter the default report title for printing the payment history. If the drop-down list is blank, open Reports > Case Report to set up and save a report title that prints the record of the defendant's payment transactions.  

Description

A description is a word or phrase that describes the character or features of the record.

Do you want to use the default description?

  • Yes, I want to use the default description. Continue to the next field.

  • No, I want to use a different description. Click on the Description field, and then type in a new description.

Follow-up action

A follow-up action is an action or event that results from a previous action. Click Follow-up Actions  (Other > Follow-up Actions) to display the follow-up actions for the current case.  

 

Follow-up date

A follow-up refers to an action or event that results from a previous action. The follow-up date is the date when the follow-up action will occur.

Offense

An offense is a crime or punishable violation of law of any type or magnitude.

Payment allocations

Use the options on the Payment Allocations tab to determine the order in which fines, fees, and amounts to pay first, second, third, and so on.  

How do I change the payment allocation order?

The payment allocation order is stored in Organization. Open Connect Court Management > Organization > Organization, then click the Payment Allocations tab. Use the options on the Payment Allocations tab > Allocation Order subtab to adjust the order of payment. Click here for additional information.

Save

Click the Save button to save the disposition entry. Now, the payment displays in the transaction grid.

Skip fields

When you press the Enter key on an entry form, the cursor will move to the next field on the form. If you do not want the cursor to stop at a field, use Skip Fields to skip the field and place the cursor in the next field.

Note: Pressing the Tab key will not skip fields.

You can set up skip fields on the following tabs:

  • Case tab

  • Defendant tab

  • Offenses tab

  • Payments tab

How do I skip fields?

1. Click Options (F12).

2. Click the Payments tab  

3. Find the Skip Fields field and click Select.

4. Use the options on the Selection form to move the field title to the Selected Items list. Click OK.

 

 

Copyright © 2025 Caselle, Incorporated. All rights reserved.

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