Record a payment

Money has arrived. Put it against the right invoices — including part payments and one transfer covering several invoices.

Use this when money arrives after the sale — a bank transfer that evening, a parent settling an old balance, someone paying two invoices at once. If they are paying at the counter as they buy, do it inside checkout instead.

1. Open Payments and start one

Payments → Payments, then Create Payment.

2. Find the family

Search the parent by name. The dialog then lists that parent's unpaid invoices with the exact amount outstanding on each, and the total they owe.

Without a parent selected you see the academy's overdue invoices across all families — useful for chasing, less useful for allocating.

3. Tick the invoices this money is settling

One payment can settle several invoices. Tick each one it covers.

4. Enter the payment

• Paid At — when the money actually arrived, not when you are keying it.

Bank transfers get entered late; the date is what your reports read.

• Method — cash, bank transfer, card, and so on.
• Amount — defaults to the full outstanding of what you ticked. Type less

for a part payment: it fills the selected invoices in order until it runs out.

• Reference — the bank reference or anything that identifies the transfer

later. "Maybank transfer ref 123" beats a blank field when a parent disputes it in March.

• Payment Evidence — attach the screenshot or slip if there is one.

Then Confirm Payment.

5. What happens next

• Each invoice's status follows from what has been paid against it — part paid,

then fully paid. Nobody sets it by hand.

• **When a payment brings an invoice to fully paid, the receipt is emailed to

the parent automatically.** You do not need to send it.

• The payment shows on the family's statement.

Related: Find an invoice or receipt · Check what a family owes · Invoices, payments and credit notes.