Record money you have already received against the member's invoice. Recording a payment never charges a card.
Before you start
- Find the invoice the money is for. You can only record a payment against an invoice that is Open or Partly paid.
- A recorded payment cannot be edited afterwards, so check the amount first.
Steps
- Open the payment form in one of two ways:
- On the member record, click Record payment at the top, or Record payment on the invoice's row under Dues and payments.
- In Dues & invoices, find the invoice (search by number, member or PO), click the … menu on its row, then Record payment.
- Check Amount received. It starts at the full amount outstanding. You cannot enter more than is outstanding.
- Choose Received by: Cheque, e-Transfer, Cash, Card or Other.
- Enter the Date received. If you leave it blank, today is used.
- Add a Reference (optional), such as the cheque number or e-Transfer reference.
- Click Record payment.
What happens next
You see "Payment recorded against [invoice number]." The payment is added to the member's timeline.
If the amount covers the invoice, it becomes Paid:
- A joining invoice paid in full makes a Pending membership Active, unless the level still needs approval.
- A renewal invoice paid in full renews the membership: the next term is created and any renewal notices still to come are cancelled.
- A monthly invoice paid in full extends the membership by a month.
If the amount is less than the outstanding balance, the invoice becomes Partly paid and nothing else changes until the rest is paid. An unpaid invoice that stays overdue longer than Days an invoice may be overdue costs the member good standing.
If an invoice should not be paid at all, you can void it from Dues & invoices with Void, as long as no payment has been recorded against it. A reason is required and is recorded in the audit log.