distribute payment

[ewilsoniii]

I am new to Access. I am trying to track the payments made for registration signups for a youth sports organization. The fees due per participant are as follows:
Football Player:

• Registration $125
• Concession $40
• WeighIn Package $20

Cheer:

• Registration $125
• Concession $40
• Spirit Package $50

Dance:

• Registration $125
• Concession $40
• Spirit Package $50
• Dance Costume $75

The payment details need to reflect how much was applied to each of the fees above so that when I make a deposit entry into QuickBooks showing x amount was collected for Football Registration, Cheer Registration, Dance Registration, Concession,etc...

If the participant pays in full, it's straight forward. If a partial payments are made, I need to know how much has been applied to each of the above fees.

There would be a participant table that contains Registration ID, Last Name, First Name, Team(Football, Cheer or Dance). Some sort of table or tables for tracking the payments and payment details. I know what I want it to do, but, not sure how to do it. Any suggestions would be greatly appreciated.

 

[Pat Hartman]

At a minimum, you need 3 tables to handle this. Why not do the allocation in Quickbooks since it is an accounting package and it is capable of doing this easily.

tblRegistration:
RegistrationID (autonumber PK)
PersonID (FK to the youth table)
ProgramID (FK to the programs table)
StartDate
ProgramCost (you may want to leave this in the Programs table)


tblPayments:
PaymentID (autonumber PK)
PersonID (FK to the youth table)
DatePaid
AmountPaid
PaymentMethod
RefNum (check number, credit card number)


tblPaymentApplication:
PaymentAppliationID (autonumber PK)
RegistrationID (FK to registration table)
AmountApplied

You will need to ensure that payments are not over allocated or under allocated.

 

[Swillsy]

yeah definitly agree with above,

If they are making partial payments etc you need to have one table to calculate what s the total they owe and the another to work out their payments made.