The “Paid Registration Fees” checkbox is a field associated with each registration on the “Payment” tab of the “Update Registrant” window. You can use it to quickly track which of your registrants are paid, and you can use it to flag when an unpaid registrant has been placed in a bracket. Both uses of the “Paid Registration Fees” checkbox allow you to maintain unpaid registrations in the approved registration list, while identifying who still owes you money. The value of the checkbox is automatically derived based on the condition of other fields and the approval status. However, you can override the derived value at any time.
The “Paid Amount” field is used to accurately account for how much a registrant has paid for his registration. When a PayPal registration is inserted into the pending list, this amount is derived from other fields on the registration. However, you can override that value at any time. If you delete the value in the “Payment Method” field, the software sets the value to 0.00.
Figure 14 shows where the “Paid Registration Fees” checkbox and “Paid Amount” field are located on the “Update Registrant” window.
All pending registrations that are awaiting a PayPal payment are marked unpaid when they first appear in the Pending list (ie, the “Paid Registration Fees” checkbox is disabled). The “Paid Amount” is populated with the anticipated amount that the registrant will complete on the PayPal server, which is derived from the other fields using this formula:
“Paid Amount” = “Calculated Amount” + “Store Purchases” - “Promotion Code”1
For example, if the registrant selected a category that costs 50.00, a store item that costs 10.00, and a discount code for 10% off the registration fee, then the “Paid Amount” value is initially set to:
After the “Paid Amount” field is initially derived from the formula in Section 10.1, it will no longer be calculated from the formula. This means that if the registration price changes after a pending PayPal registration is created, the “Paid Amount” field will retain the initial value before the price change. So when the registration price changes, all payment links (on both Initial and Subsequent Payment Reminder emails) become invalid because the new value from the formula above no longer matches the value in the “Paid Amount” field. This prevents registrants from qualifying for the previous price of a pending registration if they haven’t completed the payment before the price deadline. You have the option of manually updating the “Paid Amount” to match the new value derived from the formula above. When you do this, payment links are valid again.
If you still insist on giving the registrant the previous registration price, then you must manually approve the registration and arrange offline methods of collecting the payment. If you are arranging an offline payment method that does not involve PayPal, you should change the selection for the “Payment Method” field before manually approving the registration. See Section 7 for instructions on how to manually approve the pending registration.
When the pending registration is approved (manually or automatically through IPN), the “Paid Registration Fees” checkbox is enabled just before it is moved to the approved list, regardless of the value in the “Paid Amount” field. The value of “Paid Amount” field and selection for “Payment Method” field at the time you approve the registration are the values displayed on the Registration Confirmation. Ensure that you have saved the pending registration with the most accurate information before proceeding to approve the registration.
After approval of a pending registration, you have the option to disable the “Paid Registration Fees” checkbox and enter a new value in the “Paid Amount” field.
