Help/Membership/Payments and receipts

Payments and receipts

Members pay you the way they already do. When the money arrives, record it on the member’s page: a receipt is numbered in sequence, their membership moves forward, and the income goes into your P&L.

Screenshots use a fictional organisation and figures.

Record a payment

1. Open the member from Members or Renewals, and press Record a payment.

2. Under Against which subscription?, pick the period it pays for. Pick Not against a subscription for money that is not a subscription, such as a donation; it does not move their paid-to date.

3. Fill in the Amount received and the date it was Received on (today to start with).

4. Under How did they pay?, pick PayNow, Bank transfer, GIRO, Cheque, Cash or Something else, and add a Reference such as the bank reference or cheque number.

5. Read the line under the form, which says what will happen, and press Record it.

   Screenshot coming

The next receipt number is issued, the subscription shows as paid, and their Paid to date moves forward. The payment also appears on the member’s History with the email of whoever recorded it.

Part payments

Record whatever arrived. If it is less than the amount outstanding, the form says so before you save: a receipt is still issued, the subscription shows as Part paid, and their paid-to date waits until the rest arrives. Record the rest the same way when it comes.

Email the receipt

1. On the member’s page, under Payments and receipts, press Email receipt next to the payment.

2. They get an email from your organisation with the receipt number, their name and member number, the amount, the date received, how they paid, what it was for, and the date their membership is now paid to.

Once sent, the button reads Send again, for when somebody loses it. A member with no email on file cannot be emailed, so give them the receipt yourself.

Undo a payment keyed in wrongly

Press Undo next to the payment and confirm. Use it only when a payment was recorded by mistake, such as the wrong member or the wrong amount. It takes the payment out, takes its line back out of your P&L, and moves their paid-to date back. Its receipt number is not reused, so there will be a gap in the numbers, and the confirm message says so. Then record the payment correctly.

Every receipt, and the auditor’s export

• Press Payments in the sidebar to see every receipt in sequence, with the member, amount, how they paid and who recorded it. Receipts already emailed are marked.
• Pick a from and to date to see one month or one financial year, with the total received and how much came in each way. Clear dates shows everything again.
• Press Export for the auditor to download every payment as a spreadsheet.

In your P&L

With Put subscription income into my P&L switched on in Settings (it is, to start with), every payment you record becomes a line of membership income in your P&L, dated the day the money was received, so it agrees with your bank statement. Nobody retypes it for the treasurer’s report.

Questions

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