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Split a Payment

Quick Start

✂️ Need to divide a payment? Split payments into two separate records while preserving allocations and totals.

  1. Open payment record → 2. Click "Split Payment" → 3. Enter split amounts → 4. Review allocations → 5. Save split

What you'll accomplish: Divide a single payment transaction into two separate payment records while maintaining accurate allocation totals and audit trails in about 10 minutes.

🚀 Quickstart​

  1. Navigate to the payment record you want to split
  2. Click the "Split Payment" button
  3. Enter the amount for each new payment (must total original amount)
  4. Review and adjust designation allocations as needed
  5. Save to create two new payment records

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have access to the Financials permission set
  • Original payment record exists and is saved
  • You understand the reason for splitting the payment
  • You know how to allocate the split amounts
  • Payment is not currently locked by other processes

💡 Understanding Payment Splits​

When to Split Payments:

  • Deposit requirements - Bank deposits need separation
  • Reporting needs - Different accounting periods or categories
  • Error correction - Part of payment needs different handling
  • Allocation adjustments - Different GAU or invoice applications

What Happens During Split:

  • Original payment is marked as "Split" (preserved for audit)
  • Two new payments are created with specified amounts
  • Allocations are preserved proportionally or as adjusted
  • Total amounts remain mathematically consistent

Split vs Other Payment Actions:

  • Split: Divides one payment into two separate records
  • Transfer: Moves payment between accounts or invoices
  • Void: Cancels payment entirely
  • Refund: Returns money to the member

📘 Detailed Instructions​

Step 1: Locate the Payment to Split​

  1. Navigate to the member's account or payment record

  2. Find the payment through:

    • Account payment related list
    • Payment reports or searches
    • Global search by payment reference

  3. Open the payment record to verify details

Step 2: Initiate Payment Split​

  1. Click the "Split Payment" button at the top-right of the payment page
  2. Wait for the split interface to load
Split Payment Interface

The split interface provides guided steps to ensure accurate division of amounts and allocations.

Step 3: Configure Split Amounts​

💰 Split Amount Configuration

Amount Entry Rules:

  • Combined total must equal original payment amount
  • Both amounts must be greater than zero
  • System validation prevents mismatched totals
  • Decimal precision must match original payment

Common Split Scenarios:

  • Equal splits: Half the original amount each
  • Unequal splits: Different amounts based on need
  • Percentage-based: Specific percentage allocations
  • Fixed amounts: One fixed, remainder automatically calculated
  1. Enter the amount for the first new payment
  2. Enter the amount for the second new payment
  3. Verify the total equals the original payment amount
Amount Validation

The system will not allow you to proceed if split amounts don't total the original payment amount exactly.

Step 4: Review and Adjust Allocations​

Automatic Allocation Handling:

  • Proportional split - System automatically divides allocations based on payment amounts
  • Maintains consistency - Total allocations across both payments equal original

Manual Allocation Adjustments:

  1. Review the proposed allocation splits
  2. Adjust individual allocation amounts if needed
  3. Ensure total allocations still match original payment
📊 Allocation Split Examples

Original Payment: $1,000 with $600 to GAU A, $400 to GAU B

50/50 Split ($500 each):

  • Payment 1: $300 to GAU A, $200 to GAU B
  • Payment 2: $300 to GAU A, $200 to GAU B

60/40 Split ($600/$400):

  • Payment 1: $360 to GAU A, $240 to GAU B
  • Payment 2: $240 to GAU A, $160 to GAU B

Step 5: Complete the Split​

  1. Review all split amounts and allocations for accuracy
  2. Click "Save Split" to execute the division
  3. Wait for confirmation of successful split processing

Post-Split Results:

  • Original payment status changes to "Split"
  • Two new payment records are created
  • Payment references link back to original for audit trail

✅ How to Know It Worked​

Success Indicators:

  • ✅ Two new payment records appear in the system
  • ✅ Original payment shows "Split" status
  • ✅ Combined amounts of new payments equal original
  • ✅ Allocations are properly distributed
  • ✅ Audit trail links are maintained

Verification Steps:

  • Check member account for two new payment records
  • Verify amounts total correctly
  • Review allocations on both new payments
  • Confirm original payment shows split status
  • Test allocation applications work correctly

🆘 Troubleshooting​

❌ Amount Mismatch Error

Problem: System won't allow split due to amount total mismatch

Solutions:

  • ✅ Double-check calculations - ensure split amounts total original
  • ✅ Check decimal places - verify precision matches original
  • ✅ Review currency formatting - ensure consistent formatting
  • ✅ Clear and re-enter amounts if calculation issues persist
❌ Split Payment Button Missing

Problem: Cannot find "Split Payment" button on payment record

Solutions:

  • ✅ Check permissions - ensure Financials permission set access
  • ✅ Verify payment status - some statuses may prevent splitting
  • ✅ Check page layout - button may not be added to layout
  • ✅ Confirm payment type - certain payment types may not support splitting
❌ Allocation Split Issues

Problem: Allocations not dividing correctly or show errors

Solutions:

  • ✅ Verify original allocations are properly configured
  • ✅ Check GAU assignments are active and valid
  • ✅ Review allocation totals match original payment
  • ✅ Manually adjust allocations if automatic split is incorrect
❌ Split Processing Fails

Problem: Error occurs during split save process

Solutions:

  • ✅ Check for payment locks or active processes
  • ✅ Verify no conflicting operations are running
  • ✅ Review validation rules that might prevent creation
  • ✅ Contact administrator for technical assistance

💡 Best Practices​

Payment Split Best Practices
  • 📝 Document Reason - Always note why payment was split
  • 🔍 Verify Before Split - Confirm amounts and allocations are correct
  • 📊 Maintain Proportions - Keep allocation ratios logical and defensible
  • ⏰ Split Promptly - Handle splits soon after identifying need
  • 📞 Communicate - Inform relevant staff of split transactions
  • 📋 Regular Review - Monitor split patterns to improve processes

Common Split Scenarios:

  • Deposit timing - Separate deposits for different dates
  • Accounting periods - Split across fiscal periods
  • Funding sources - Separate different payment sources
  • Error correction - Isolate incorrectly processed amounts

Avoid These Pitfalls:

  • Unnecessary splits - Don't split unless required
  • Complex allocations - Keep splits simple when possible
  • Missing documentation - Always explain split rationale
  • Delayed processing - Handle splits in timely manner

🔗 Related Actions​