Solaris Promise to Pay — User Guide

Overview

The Promise to Pay page helps you track and manage payment commitments made by members. When a member agrees to make a payment by a certain date, you can record it here and monitor whether they follow through.

This page gives you a complete view of all outstanding payment promises across your organization, helping you prioritize follow-ups and track collection effectiveness.

Getting to This Page

Navigate to Promise to Pay from the sidebar menu, or access it directly at promisetopay.php.

Page Layout

The page is organized into three main areas:

1. Summary Cards — Quick statistics at the top
2. Main Table — List of all payment promises
3. Sidebar — Additional insights and reference information

Summary Cards

Four color-coded cards at the top provide an instant snapshot of your payment promises:

Each card displays:

1. Count — Number of promises in that category
2. Amount — Total dollar value of those promises
3. View Link — Click to filter the table to that status

Main Table

The table shows all payment promises with the following columns:

Status Indicators

Days Indicator

Below the date, you'll see how many days until or since the promise date:

1. "in 5 days" — Payment expected in 5 days
2. "7 days ago" (in red) — Payment is 7 days overdue

Clicking a Row

Click any row in the table to go directly to that member's account in Member Search, where you can view full details and take action.

Filtering the Table

By Status

Use the filter tabs above the table to show only certain promises:

The active filter is highlighted in blue. Click any tab to switch views.

By Staff Member

Use the dropdown on the right side of the filter bar to see promises created by a specific staff member:

1. Click the "All Staff" dropdown
2. Select a staff member's username
3. The table automatically updates to show only their promises

Combine this with status filters to see, for example, "all overdue promises created by jsmith."

Sidebar Information

By Staff Member Card

Shows the top 5 staff members by number of promises:

1. Name — Staff username
2. Overdue count — How many of their promises are past due
3. Total promises — Total number they've created
4. Amount — Total dollar value of their promises

This helps identify workload distribution and who might need follow-up support.

This Week Card

Quick statistics for the current week:

Status Legend Card

Reference guide showing what each status badge means — helpful for new users.

Understanding the Data

How Promises Are Tracked

1. A staff member creates a promise when a member commits to paying
2. The promise appears as Upcoming with a future date
3. When the date arrives, it becomes Due Today
4. If the date passes without resolution, it becomes Overdue

What Happens to Kept Promises?

When a member fulfills their promise, it should be marked as "kept" in the Member Search page. This removes it from the active promises list.

Best Practices

Daily Workflow

1. Start your day by clicking the "Due Today" card to see what's expected
2. Review overdue promises and plan follow-up calls
3. Check upcoming promises for the week to prepare

Following Up on Overdue Promises

1. Click the overdue row to open the member's account
2. Review the promise details and history
3. Call the member to discuss payment
4. Either update the promise date or mark it as broken

Creating Effective Promises

When recording a new promise (from Member Search):

1. Be specific about the amount
2. Use a realistic date the member can meet
3. Include detailed notes about how they plan to pay
4. Note any special circumstances

Frequently Asked Questions

Q: How do I create a new payment promise?

A: Payment promises are created from the Member Search page. Search for the member, then click "Payment Promise" to record their commitment.

Q: Can I edit a promise after it's created?

A: Yes, go to the member's account in Member Search and update the promise from there.

Q: What if a member breaks their promise?

A: Mark it as "broken" in the member's account and create a new promise with an updated date if they commit again.

Q: Why don't I see any promises in the table?

A: Check your filters — you may have a status or staff filter active. Click "All" and select "All Staff" to see everything.

Q: How do I remove a promise when it's paid?

A: Mark it as "kept" in the member's account. This removes it from the active list.

Quick Reference

Need Help?

If you have questions about the Promise to Pay page or need assistance with collections workflow, contact your supervisor or system administrator.