Receiving a Payment and Spreading It
Record cash, a transfer or a cheque from a member and apply it across everything they owe, with a preview of where every naira goes.
When a member hands over money that covers more than one charge, use Receive Payment (Finance, Payments, or Financial Assignments). It records one payment and spreads it over what the member owes, and you see exactly where it goes before it is saved.
Say who paid and how much
Choose the member, the amount, the date received and how it was received. Add your own receipt or transfer reference if you have one: the same reference cannot be recorded twice.
Choose where it goes
Settle the oldest charges first, or tick only the charges this payment is for (it is then spread over those, oldest first). The table shows each charge, what is owed, what this payment settles and what is still owed afterwards.
Record the payment
One payment and one receipt are created, and each charge shows exactly what was applied to it. The member receives the receipt, which lists every charge it settled.
What the system will not do
- If the amount is more than the chosen charges owe, it does not refuse and it does not guess: it shows the extra and asks what it is for (an extra contribution, or credit kept for the member). See When a Member Pays More Than a Charge Asks.
- A charge that does not allow part payment is only settled in full. If the money cannot settle it, you are told which charge and how much it needs.
- Waived and fully paid charges are never offered payment.
- Only someone with permission to verify payments can receive one.
If a payment has to be reversed
A payment that was spread can be reversed from the member ledger, with a reason. Each charge gets back exactly what that payment gave it, and nothing else. The payment stays on record, marked reversed. The member is sent a short email saying so. If the payment carried an extra, the extra contribution is removed, or the credit it kept is taken back while it is still there.
Related articles
Recording and Approving Payments
How to handle online payment confirmations and manually record offline payments.
When a Member Pays More Than a Charge Asks
A member gives 100,000 on a 5,000 levy. Receive Payment accepts it and asks what the extra is for: an extra contribution, or credit kept for the member.
Credit on Account
Money the association holds for a member: where it comes from, who can see it, and how it is used, refunded or given as a donation.
Statements, Arrears and Payment Status
Read a member's statement, see who owes what and for how long, and understand the Paid, Partly paid, Overdue and Not yet due labels.
Bringing in Records from Another System
Import your members, what each member owes, or your whole payment history from Excel, with a preview, an approval step and a reconciliation.