Payment Records

The payment record stores all the information you need to track and manage the payment such as the ID, date, amount, distributions, and the associated deposit.

Tip: To review a list of payments made by the client, run the Cash Receipts Report. From Analysis, create a new Cash Receipts report and filter it based on the client's name. For more information, see Report Parameters.

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To edit the payment, select Edit. For more information, see Add Payments.

Under Print on receipt, you can add or edit additional information to print on the payer's receipt. For example, you can enter "Sent a copy of receipt to your employer for matching gift."

Tip: You can't add, edit, or delete receipt information for a payment if its deposit is closed.

To generate and print a receipt for the payment, select Generate receipt. A message displays for you to confirm you want to generate the receipt or preview it.

After the receipt displays, you can download it to email to the client or you can print it to mail a hard copy.

Note: You can edit some default info for the receipt, such as your organization's address, from Treasury, Settings. For more details, see Format receipt.

Depending on the post status for the payment and its deposit, Delete or Void displays on the record.

Note: You must have permissions to delete and void a payment, and edit its deposit.

  • To delete an open payment before it's posted, select Delete. The payment is no longer associated with the deposit and is removed.

    Tip: You can't delete posted payments or any payments associated with a closed deposit.

  • To void a posted payment, select Void. If its deposit is closed, create a bank adjustment for the deposit or reduce the amount. Before voiding, select a post status and enter void and post dates.

    Tip: You can't void a payment for a cleared or reconciled deposit.

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Details displays information about the payment, such as its category and payment method.

Custom fields displays any custom fields you've created for the payment. Use custom fields to add additional information to a record, and to further filter records when you search. For more information, see Custom Fields.

Use Attachments to upload or link to files you want attached to the payment - such as images, PDFs, Word documents, Excel spreadsheets, and other files. For more information, see Attachments.

You can add one note for each payment to track any additional information you need. For example, you can add a note to provide instructions for later such as "Constituent requested two copies of receipt."

Note: You can't add, edit, or delete notes for a payment when its deposit is closed.