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Record a Single Payment

Quick Start

🚀 Ready to record a payment? Follow these 4 quick steps, then see detailed instructions below.

  1. Find the member's account → 2. Click "New Payment" → 3. Enter payment details → 4. Allocate to invoices

What you'll accomplish: Record a payment from a member and automatically apply it to their outstanding invoices in 3 minutes or less.

🚀 Quickstart​

  1. Navigate to the member's Account page
  2. Click "New Payment" under "Campus Stack Tools"
  3. Enter payment method, amount, and date
  4. Allocate payment across invoices and confirm

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Member account exists in the system
  • Account has invoices with remaining balance > $0
  • You have permission to create payments
  • Invoices are not locked by active payment plans
  • You know the payment method and amount

📘 Detailed Instructions​

Step 1: Navigate to Member Account​

  1. Go to the Accounts tab or search for the member
  2. Open the member's account record

Step 2: Start Payment Entry​

  1. Scroll to the Campus Stack Tools section
  2. Click New Payment button

Step 3: Enter Payment Details​

💳 Payment Fields Reference
FieldRequiredDescriptionExample
Date of Action✅Payment date (defaults to today)2025-01-27
Payment Method✅How payment was receivedCheck, ACH, Credit Card, Cash
Description❌Internal notes about paymentAnnual dues payment
Reference ID❌External payment identifierPP-2025-001, Check #1234
Batch✅Accounting batch for paymentJanuary 2025 Receipts

Payment Method Options:

  • ACH - Electronic bank transfer
  • Cash - Physical cash payment
  • Check - Include check date if selected
  • Credit Card - Card payment

Step 4: Allocate Payment to Invoices​

  1. Review available invoices with remaining balances
  2. Enter amounts for each invoice you want to pay
  3. Verify the total matches your payment amount
  4. Click Next when allocation is complete

Step 5: Confirm and Save​

  1. Review the payment summary
  2. Verify all invoices and amounts are correct
  3. Click Confirm to create the payment

✅ How to Know It Worked​

Success Indicators:

  • ✅ Payment record appears in member's account
  • ✅ Invoice balances are reduced by payment amounts
  • ✅ Payment shows in financial reports and batch totals
  • ✅ Member receives payment confirmation (if enabled)

Next Steps:

  • Review payment allocations in member's account
  • Check that invoice statuses updated correctly
  • Run financial reports to verify batch totals

🆘 Troubleshooting​

❌ No Invoices Available for Payment

Problem: Payment screen shows no invoices to pay

Solutions:

  • ✅ Verify account has invoices with Remaining Balance > $0
  • ✅ Check that invoices don't have active payment plans
  • ✅ Confirm invoices are in approved status (not draft)
  • ✅ Ensure you have permission to view the account's invoices
❌ Payment Total Doesn't Match

Problem: Cannot proceed because totals don't balance

Solutions:

  • ✅ Double-check entered amounts on each invoice
  • ✅ Verify payment amount matches what member actually paid
  • ✅ Consider partial payments if amount is less than invoice total
  • ✅ Use overpayment processing if amount exceeds invoice total
❌ Cannot Find New Payment Button

Problem: "New Payment" button not visible

Solutions:

  • ✅ Verify you're on the correct Account record (not Contact)
  • ✅ Check that you have payment creation permissions
  • ✅ Ensure Campus Stack Tools section is visible on page layout
  • ✅ Try refreshing the page or switching to Lightning Experience

🔗 Related Actions​