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Accept a Check Payment

Updated
The Goal: Record a check payment against one or more open invoices, either from the Finance Billing area or from an individual contact's Billing tab.

Before You Begin:

  • Have the check number available for reference.
  • If partial payments are needed, confirm that Allow Partial Payments is enabled in your Finance Settings.

Option A — Accept a Check from the Finance Rail (Billing Section)

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. Click the actions icon for the invoice to which you wish to apply a payment, then select Enter Check.
  3. Complete the payment form:
    • Payment From: Automatically populated with the contact for whom the invoice was created.
    • Payment Date: Defaults to the current date. You may change this at initial creation; once saved, the date cannot be changed.
    • Check Number: Enter the check number as a reference.
    • Amount: The invoice is automatically selected, and the full invoice amount is displayed by default. You can select additional invoices, and the system will total them. You may also change the amount if needed. NOTE: If you have enabled Allow Partial Payments, you can override the invoice amount and pay more or less. When a partial payment is received, it will be applied to the largest item first. See Prevent Members from Making Partial Payments.
    • Email Payment Receipt: Selected by default; sends the automated Invoice Payment Received email to the contact. This is only sent if the payment is applied to an invoice — it will not be sent for an overpayment.
  4. Click Done.

Option B — Accept a Check from a Contact's Billing Tab

  1. Open the desired contact record and click the Billing tab.
  2. Click the actions icon for the invoice you wish to pay.
  3. Complete all payment form fields as described in Option A above.
  4. Click Done.

Common Pitfalls

  • Payment date locked after save: The date field is only editable at initial entry. Verify before clicking Done.
  • Partial payment applied to wrong item: When a partial payment is entered, the system applies it to the largest line item first. Verify invoice selection before saving.

 

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