How do I record a payment against an existing invoice?

The process to record a payment against an invoice is the same regardless of what the invoice is for, Eg. a Subscription, Event booking, or Manual invoice for merchandise or another services etc.

• Find the Member who has made the payment
• Click on the Manage Transaction button at the top right (You need edit permissions for members to see this)
• You will see the Make Payments tab of the Manage Transaction screen by default, this is where you record the payment
• Enter the following:
  • Payment Description - this is used for audit purposes
  • Payment Reason Type - Can be used for reporting. Usually left with its default value
  • Payment By - The method of payment. Depending on the selection, additional information may be requested, Eg. Cheque details for Cheque payments, a Service Fee for Credit Card payments
  • Total Amount - The Total Amount paid. Or click Pay O/S Invoice Balance to pre-fill all the invoice payment amounts and add the total to the Total Amount. 
  • Payment Date - This defaults to the current date but can be backdated if required.
  • The member's outstanding invoices are displayed in the grid at the bottom of the page. The payment is allocated to the invoice(s) by entering the amount to be allocated to each invoice in the box under Pay Amount.
• Click the Pay button. This will either:
  • Record the payment against the invoice(s). If an invoice is paid in full the transaction will be completed, if partly paid the remainder of the original invoice amount will remain outstanding.
  • If the Total Amount entered is less than the amount allocated an error will be displayed.
  • If the Total Amount entered is greater than the amount(s) allocated against invoices a pop-up window will appear. This gives 3 options:
    • Cancel - go back and correct any errors that may have occurred
    • Produce Overpayment - create a credit on the members account that can be allocated to a later invoice.
    • Produce Donation - accept the overpayment as a donation to the association.
• You will be taken to a payment confirmation page where a receipt document can be generated (if a receipt template configured)

Notes:

• When Payment By Credit Card (No Details) is selected are not required to enter the credit card details and it is assumed the pay has or will be collected outside of MemNet.
• When Payment By Credit Card (No Details) is selected an option is displayed to allow you to enter the value of the service fee included in the processed payment. The Total Amount of the payment should sum to the value(s) allocated to invoices(s) PLUS the server fee.
• Payment made via the MEMNET self-service module using SecurePay, Payment Express, eWay or Squid Payments can be configured to be automatically assigned to the Member, if this is the case no further action is needed for that payment.
• This process presumes the invoice to be paid has already been generated against the member. 
• See also How do I record a payment for a Subscription Invitation or Subscription Invoice if I have not issued it yet?