Payments Config

Overview

Payments Config controls whether the event collects money through EMS workflows and how payment records are interpreted. It covers payment enablement, processing-fee handling, VAT behavior, confirmation behavior, refund rules, providers, accounts, receiving limits, balance offsets, and QR images.

This page is finance-adjacent. It does not hold organizer funds itself, but it tells attendees where and how to pay and tells staff how to interpret payment state.

Dashboard route

• /ems/manage/payments-config?id=:eventId

Event payment settings

Input or option	What it changes	Before saving
Payments enabled	Turns paid registration behavior on or off for the event.	Confirm prices, public copy, and payment instructions match the chosen state.
Surcharge processing fees	Passes configured processing cost to attendees instead of absorbing it.	Confirm the public total is acceptable and policy-compliant.
Cash round-up	Rounds onsite cash totals for POS handling.	Use only when cash handling requires rounded tender.
VAT enabled	Enables VAT-related calculation and display behavior.	Confirm the event actually needs VAT handling.
VAT percent	Sets the VAT rate used by the event.	Verify the rate with finance before registration opens.
VAT surcharge	Decides whether VAT is passed to attendees or absorbed.	Confirm the total shown to attendees matches policy.
Confirmation behavior	Controls whether payment can auto-confirm, require review, or use a hybrid model.	Use manual review when proof, account caps, or fraud checks matter.
Payment instructions	Attendee-facing instructions shown during payment.	Keep instructions current, specific, and free of internal shorthand.

Confirmation behavior options

Option	Meaning	Operational impact
Good faith	Registration is confirmed immediately upon submission.	Fastest flow, but no manual payment proof review happens first. Use only when the event accepts that risk.
Hybrid	Automated payment methods can confirm immediately, while manual payment methods still require partner review.	Useful as a bridge when automated payment support exists or is being introduced.
Manual review	Every registration requires partner review of payment proof before confirmation.	Slower, but safest for bank transfer, QR payment, and proof-based workflows.

Refund and add-on removal settings

Input or option	What it changes	Before saving
Enable attendee refund requests	Lets attendees submit refund requests for their registration.	If disabled or closed, new attendees must acknowledge refunds are unavailable before submitting.
Allow add-on removal instead of full refund	Lets attendees keep their rego and request removal of selected add-ons only.	Confirm removed add-ons affect inventory, inclusions, entitlements, and fulfillment correctly.
Refund window opens	Earliest time attendees can submit refund requests. Blank allows requests immediately.	Match published refund policy.
Refund window closes	Time refund requests stop.	Required if refunds should close before event end.
Available refund payout methods	Provider choices attendees can select for refund payout details.	At least one payment provider must exist before attendees can choose a method.

Admin fee mode options

Option	Meaning	Fields shown
No fee	No admin fee is deducted from refundable amount.	No extra fee fields.
Flat admin fee	Deducts one PHP amount.	Flat admin fee amount.
Per-tier percentage	Deducts a percentage based on the attendee’s registration tier.	Tier rule rows with tier and fee percent.
Subtotal-based rules	Deducts fixed or percentage fees based on refundable subtotal bands.	Subtotal rule rows with min, max, fee type, and fee amount.

Providers and accounts

Input or control	What it changes	Before saving
Add provider	Adds a payment method or channel.	Use one provider per real payment channel staff can reconcile.
Provider type/name	Identifies the payment method shown to staff or attendees.	Match names used in support and public instructions.
Processing fee offset	Adds flat or percentage offsets for that provider.	Confirm whether this duplicates global surcharge behavior.
Payment link URL	Opens the provider’s HTTPS payment page from registration or shop checkout.	Put {reference} in the URL where the generated reference belongs; otherwise EMS appends a reference query parameter.
Auto-generate reference	Creates one collision-safe reference for the current registration, group, or shop intent and reuses it if the attendee clicks again.	Set a 2-12 character uppercase letter/number prefix and test the provider URL before opening sales.
Preferred provider	Marks the preferred channel when multiple methods exist.	Prefer the most reliable or easiest-to-reconcile account.
Add account	Adds a real receiving account under a provider.	Only add accounts staff can monitor.
Internal/display name	Controls staff or attendee-facing account labels.	Keep internal labels clear without exposing private notes.
Account name/number	Stores receiving-account identity.	Verify every digit before publication.
Receiving limit	Tracks capacity before the account should stop receiving more funds.	Use when wallets or bank accounts have practical receiving caps.
Balance offset	Adjusts tracked capacity for money already in or out of the account.	Reconcile with real-world transfers before editing.
QR code image	Uploads QRPH-compatible payment QR when applicable.	Test that the QR resolves to the intended receiving account.
Active	Controls whether provider/account choices are available.	Inactivate stale accounts instead of leaving them selectable.

Provider card controls

Control	What it does	Operator impact
Provider active switch	Decides whether the provider can be used.	Inactive providers should not be offered to attendees.
Preferred local payments	Marks the provider as the preferred local channel.	Only one provider can hold this preference at a time.
Preferred international payments	Marks the provider as the preferred international channel.	Use for channels such as PayPal when local wallets do not apply.
Move provider controls	Changes provider ordering.	Put the safest or preferred provider where attendees can find it.
Remove provider	Deletes the provider draft.	Avoid removal if payment history or instructions still reference it.
Add account	Adds a receiving account under that provider.	Add at least one active account before directing attendees to the provider.

Account card controls

Control	What it does	Operator impact
Mark full	Stops the account from being treated as available when capacity is reached.	Use when wallet or bank receiving limits are reached.
Needs review	Flags the account for finance attention.	Use when attendee reports, reconciliation, or account state is uncertain.
Clear review/full state	Returns the account to normal availability.	Use only after finance confirms the account can receive again.
Move account controls	Changes account order within the provider.	Put the primary receiving account first.
Remove account	Deletes the account draft.	Avoid deleting accounts involved in current payment instructions or reconciliation.

Provider options

Provider option	Notes
GCash	Local wallet; default processing-fee helper is percent-based.
Maya (PayMaya)	Local wallet; default processing-fee helper is percent-based.
GoTyme	Bank/wallet option with no default fee helper.
MariBank	Bank option with no default fee helper.
Metrobank	Bank option with default fixed-fee helper.
UnionBank	Bank option with default fixed-fee helper.
Landbank	Bank option with default fixed-fee helper.
PayPal	International-friendly option with default percent plus fixed-fee helper.

Only one provider can hold the “Preferred for local payments” badge and only one provider can hold the “Preferred for international payments” badge. Those badges help attendees choose the intended channel when several providers exist.

Payment links belong to the payment method/provider editor, not to a receiving-account editor. The attendee action opens a blank tab immediately to avoid popup blocking, requests the reference, fills the payment-reference field, and then navigates that tab to the configured provider. Generated references are private transaction identifiers and become marked as used when the related rego, group rego, or shop order is submitted.

Account state controls

Payment accounts can be active, inactive, full, or needing review. The account card controls let staff mark an account full, clear review/full state, edit the account, remove it, or reorder accounts inside a provider. Full and review states matter because payment account reports and auto-rollover notifications can change which account attendees are directed to.

Fee calculator and issue log

The fee calculator previews attendee totals using the current tier, add-on, sold-separately inclusion, provider, platform fee, VAT, and surcharge settings. Use it before opening registration so staff can explain the final total.

The attendee-reported issues card shows problems attendees reported during registration. These reports are partner-only and should be used to review payment account health, especially accounts flagged as full or needing review.

Flowchart context

The Create an Event flowchart uses Payments Config when the event is paid. Finance closeout returns to this page when Finance Analytics shows receiving-account or reconciliation issues.

Common mistakes

Do not enable payments with a stale QR code. A valid provider with a wrong QR image is worse than no provider because attendees may send money to the wrong account.