Recording Payments

A Brief Overview

Payments can be recorded for all types of contributions including, memberships, event registrations, reservations, etc. Depending on your configuration, payments may include checks, credit card payments, PayPal payments, etc.

Memberships are renewed by simply updating or recording payments. Membership status will automatically be updated based on the payment receipt date and payment history.

Create & Update: Step-by-step guide

When do I add a payment?

When you need to record a new payment that has not yet been recorded. Usually this will not be necessary as most payments are recorded automatically and will have a status of pending or completed if paid by credit card. Payments are automatically

When do I update a payment?

When a payment has already been added and has a status of “pending”. This is usually because the payment as added automatically or the user is paying by check if allowed.

When updating a payment such as receiving and recording a check payment, the most common fields that need to be updated are Status, Paid By, Check Number, and Receipt Date.

1. Click on the “People” tab in the main navigation

2. Search for and click the name of the organization or individual you would like to assign a membership to, then click on the “payments” link. Alternatively if you are currently working within the users profile, you may click on the “Payments” link on the left navigation.

3. Under “Add”, click on “Payment”. Alternatively, you can edit any payment by clicking the payment amount and then clicking the “edit” link.

4. Enter the following information
   Please note that some of these fields may already be filled out based on the recorded transaction

   1. Total Amount

   2. Currency

   3. Status: Choose “completed” if the payment has been fully received, otherwise choose “pending” if you are still awaiting payment.

   4. Payment Type: This is the type of payment such as membership or event registration

   5. Link Payment: Link the payment to a membership or event

   6. Recorded Date: The date the original payment record was recorded. This is not the same as when the payment was actually received

   7. Paid By

   8. Check Number

   9. Receipt Date: The date that the payment was actually received, such as, when the credit card was charged or the check was received and applied as payment

   10. Transaction ID: This is usually automatically entered based on the credit card transaction processor and is used to reference the payment within your payment gateway.

       All other fields are optional and are primarily used for your reference.

5. Click the “Save” button at the top of the page to save the payment.

What if I delete/cancel a payment?

If you delete or cancel a payment attached to a membership, the membership status will be affected since the payment governing it’s status is no longer available.