Recording a payment and issuing the receipt

When the family pays a payment note, record the payment in Cantera. The receipt is issued at that moment, the note becomes paid and so do the charges on it.

Recording the payment

1. Open the note: from the "Documents" card on the person's account, or from the charge, with "View payment note".
2. Choose "Payment / Receipt". On the account page, the "Issue receipt" button on the row of an "Issued" note does the same.
3. The "Finalise payment" window shows the note number, the due date and the total.
4. Pick the "Payment method". The club's default method comes selected and marked "default".
5. Check the "Payment date". It starts on today's date; change it if the family paid on another day.
6. If you like, pick the "Payment location". If that location shows collectors, choose in "Collected by" who received the money.
7. Add "Payment notes" if needed, for example a cheque number.
8. Choose "Pay/Receipt". The receipt opens straight away, ready to send or print.

Only active methods and locations are listed. To change them, or to set the default method, go to Financial management.

What happens

• The receipt takes the next number in the note's series and carries the total of the whole note.
• The note becomes "Paid" and the "Payment / Receipt" button gives way to "View receipt".
• The note's charges become "Paid", with the payment date you chose. They leave the "Balance" and the debt, and Debtors updates by itself.

The thank-you

In Communication, in the "Payment communication" block, "Send a thank-you when a payment is received?" decides whether the family gets an email when you record the payment:

• "No, I do it manually if I wish": the default. You can send it from the receipt, with "Send thanks".
• "Yes, send a thank-you automatically": it goes out straight away, as long as the "Email" channel is ticked. The email carries the button to view the receipt online; the receipt is not attached.