You will need the Full Write Accounting permission to perform this action.
Apart from paying an invoice online, a church administrator can record an offline payment for an invoice — for example, a check or cash received in person.
Recording an Offline Payment
Go to Accounting > Receivables in the left-hand menu. Find the invoice in the table, and from the 3-dots menu at the start of its row, select Record payment.
Tip: To record one payment against several invoices at once, select the invoices using the checkboxes, then choose Bulk Actions > Record payment at the top of the table.
Either way, the Record Payment pop up opens with the following fields:
1. Deposited To
Choose the register (cash) account the payment was deposited into. This defaults to your lowest-numbered register account. If the dropdown is empty, no accounts have been marked as registers — check Use as register? in an account's Options section. See How do I set up my chart of accounts? for more on setting up accounts.
2. Method
Select the payment method used (for example, Check, ACH, or Credit Card). The method you choose may reveal additional method-specific options below.
3. Receivables
Every invoice included in this payment is listed here with Payment Date, Reference, Vendor, Memo, Amount, Remaining, and Payment columns. The Payment column defaults to the full remaining balance for each invoice. To record a partial payment, click the payment amount (shown in blue) and enter the amount to apply. When recording against multiple invoices at once, enter $0.00 for any invoice you don't want to apply payment to in this transaction. The running Total appears beneath the table.
Tip: Click a payment amount (shown in blue) to set up a partial payment, and hover the info icons next to Deposited To and Method for extra context on each field.
4. Account/Fund Balance Changes
Before posting, this section previews how each cash account and fund will be affected. Each row shows the Original Balance, the Deposits being applied, and the resulting New Balance.
5. Click Post in the lower right of the pop up, then Continue to finish recording the payment.
Viewing Past Payments
To see payments previously recorded against an invoice, go to Accounting > Receivables and open the invoice — either click its reference number in the table or select Edit from the 3-dots menu at the start of its row. In the Edit Invoice pop up, click the Payments tab to see every payment recorded against that invoice, including the Date, Register, Account, Fund, Description, and Amount.
Past payments can also be viewed and managed from the cash account's register.