Accept and View Payments

Which option to use

Open the invoice’s actions menu

From a contact record:

1. Click Contacts in the left-hand rail and open the contact.
2. Click the Billing tab.
   
3. Click Actions in the Actions column for the invoice you want to pay.

From the Finance rail:

1. Go to Finance, Billing section, click All Sales/Invoices.
   
2. Click Actions for the invoice you want to pay.

Accept a cash payment

1. In the invoice’s actions menu, click Enter Cash.
   
2. Complete the payment form:
   • Payment From: The contact the invoice was sent to. Change it if needed.
   • Payment Date: Defaults to today. You can change it now, but not after saving.
   • Amount: Select the invoice(s) the payment applies to; the amount totals automatically. Change it if needed.
   • Internal Notes: Notes for staff only.
   • Email Receipt: Selected by default. Clear it if you don’t want to send a receipt.
3. Click Done.

Accept a check payment

Have the check number ready. To accept partial payments, Allow Partial Payments must be on; see Allow or prevent partial payments.

1. In the invoice’s actions menu, click Enter Check.
   

2. Complete the payment form:

   • Payment From: Filled in with the contact the invoice was created for.
   • Payment Date: Defaults to today. You can change it now, but not after saving.
   • Check Number: Enter the check number for reference.
   • Amount: The invoice is selected and its full amount shown. Select more invoices to pay them together, or change the amount. With partial payments allowed, you can pay more or less than the invoice; a partial payment is applied to the largest item first.
   • Email Payment Receipt: Selected by default; sends the Invoice Payment Received email. It’s only sent when the payment is applied to an invoice, not for an overpayment.

   

3. Click Done.

Accept a credit card payment through GrowthZone Pay or NAR eCommerce

Use this when you’re charging the card now. Your organization must use GrowthZone Pay or NAR eCommerce as its integrated processor. The fields you see depend on the processor; with NAR eCommerce you also select the Contribution Type.

1. In the invoice’s actions menu, click Pay Now.
   
2. All of the contact’s invoices are listed; you can also show invoices for related contacts. Select the invoice(s) to pay.
3. Complete the payment form:
   • Payment From: The member the invoice was sent to. Change it if needed.
   • Stored Payment Methods: If a card is stored for this member, you can select it.
   • Card Information: Select the payment gateway. If you don’t, the system default is used.
   • Enter Card Information: Enter the required card details.
   • Store Payment Info For Future: Select this if the member wants the card saved.
   • Amount: Defaults to the amount due. Change it if needed.
   • Email Payment Receipt: Select this to send the payer a receipt.
4. Click Done to process the payment.

Record a credit card payment processed outside GrowthZone

Use an external payment type you’ve set up at Finance, Administrative section, Billing Settings, Trade/External Payment Types; see Set Up Trade and External Payment Types. If you’d rather not set one up, record the payment as a check and enter the card’s last 4 digits as the check number.

1. In the invoice’s actions menu, click Enter External Payment.
   
2. Select the External Payment Type.
3. (Optional) Select a Deposit Account. If you don’t, the payment type’s default account is used.
4. If needed, choose the invoice(s) to pay.
5. Click Done.

ACH payments

An ACH transfer made outside GrowthZone:

1. In the invoice’s actions menu, click Enter Check. This is the right entry point for ACH transfers received outside GrowthZone Pay.
2. Enter the payment amount and put the ACH reference number in the notes.
3. Click Done.

ACH through GrowthZone Pay: available to GrowthZone Pay customers only. Staff can’t enter a member’s bank details for them; because of privacy restrictions, only the member can. Members need online banking set up with their bank, and ACH payments show on the contact’s Billing tab as Payment - Bank. If their bank isn’t listed, they’ll need to pay by card. Members can pay by ACH in these places:

• Events: the registration form.
• Fundraising: the end of a campaign’s donation form.
• Info Hub: under My Billing Info, Actions, then US Bank Account on the Edit Payment Information screen; microdeposits are used to verify the account. See Store Bank Account/ACH Profile in the Info Hub.
• Membership application: at the end of the application, where the member can also select Enroll in Autopay. When ACH is processed depends on the application’s Automatically Approve Applications and Capture Payment Profile and Charge on Approval settings. Credit Card must be enabled in the membership type’s pricing for ACH to be offered on the application. See Manage AutoPay in the Info Hub.
  
• Store: after Proceed to Checkout.
• Web Content: on the Payment Information screen, if you charge for web content.

Tip: To see the ACH options yourself, create a test contact and a test invoice, then sign in as that contact in an incognito window. See Special Topic: Contact Records for Testing.

Find and view payments

1. Go to Finance, Billing section, click All Payments. Every payment received is listed.
2. To find a specific payment, enter its reference number in the search box.
3. To narrow the list by payment type, date range or other criteria, use Show Only or Customize Results.

For one contact’s payments, it’s usually faster to open their record and use the Billing tab.

Related articles

• Unapply a Payment and Apply an Overpayment
• Void versus Delete for Credits, Write-offs, Refunds, and Overpayments
• Allow or prevent partial payments
• Can I apply a Surcharge to a Credit Card Payment via GrowthZone?