Payment Records

Use a payment record to review key details in one place, such as the payment ID, date, amount, distributions, and associated deposit. This helps you understand how a payment is applied and track its status.

Tip: To review payments by customer, run the cash receipts report. From Analysis, create a Cash Receipts report and filter by customer name.

• Edit — Select Edit to update payment details.

• Print on Receipt — Add or edit receipt text for the payer. For example, include matching gift instructions. You can't modify receipt text when the payment deposit is closed.

• Generate Receipt — Select Generate receipt, then choose to generate or preview the receipt. After it appears, download it to email or print it to send by mail. To update default receipt information, such as your organization address, open Settings, Treasury.

• Delete or Void — The available option depends on the payment and deposit post status.

  Note: You need permissions to delete or void a payment and edit its deposit.

  • To delete an open, unposted payment, select Delete. The payment is removed and no longer associated with the deposit. You cannot delete posted payments or payments in a closed deposit.

  • To void a posted payment, select Void. If the deposit is closed, create a bank adjustment or reduce the deposit amount. Before you void the payment, select a post status and enter the void and post dates. You cannot void a payment for a cleared or reconciled deposit.

• Details — View payment information such as category and payment method.

• Custom Fields — Review and manage custom fields to track additional details and refine search results.

• Attachments — Upload or link files, such as images, PDFs, Word documents, and Excel spreadsheets.

• Note — Add one note per payment to track context such as follow-up instructions.

  Note: You cannot add, edit, or delete notes when the payment deposit is closed.