Record a manual or offline payment

This guide shows you how to record a cash, check, or bank transfer payment in MapleGather. When you record a manual payment, MapleGather automatically sends the member a receipt and applies the payment to their open invoice.

Who can do this: Admins with the payments:write permission.

Steps

This guide covers two paths: recording a single payment and recording multiple payments in batch.

Before you start

• A manual payment settles the member’s open invoice in MapleGather’s records. If you’re taking a check at a meeting, record it here so the member’s account is up to date.
• A receipt fires automatically when you save the payment, the same as for online payments.

Record a single payment

1. In the admin sidebar, select Billing & payments, then select Record manual payment. On mobile, you can also use the Record payment shortcut on the admin home screen.
2. In the Member field, type the member’s name or email address and select them from the list.
3. In the Payment method field, select Check, Cash, Bank transfer, or Other.
   • If you selected Check, enter the check number in the Check number field (optional but recommended for reconciliation).
   • If you selected Cash, enter a petty-cash reference in the Petty-cash reference field (optional).
   • If you selected Bank transfer, enter the transfer reference number (optional).
4. Enter the payment Amount and confirm the Date (defaults to today).
5. In the Apply to invoice field, select the member’s open invoice from the list, or select Open balance — no specific invoice if the payment isn’t linked to a particular invoice.
6. If you don’t want a receipt sent for this payment (for example, the member prefers no email), check Skip receipt email for this payment.
7. Select Record payment.

Partial payments: if you enter an amount less than the invoice balance, the invoice status changes to Partially paid with the remaining balance shown. Record a second payment later to close the invoice.

Activate without invoice (grant-funded memberships): if a membership is sponsored and no invoice should be issued, select Activate without invoice (sponsored / grant-funded) and confirm. A $0 invoice record appears in the member’s billing history as confirmation.

Record multiple payments at once

If you’re at a meeting and collecting several cash or check payments, use the batch form to record them all in one step.

1. At the bottom of the Record manual payment form, select Recording multiple payments? Use batch record.
2. Fill in one row per payment (member, amount, and reference for each).
3. After filling all rows, select Submit batch. All payments are recorded in a single transaction.

Verify

You’ll know it worked when you see the payment in the member’s billing history and the invoice status updates to Paid (or Partially paid). The member receives a receipt email automatically.

If something goes wrong

• Overpayment (amount is more than the invoice balance) — MapleGather shows a warning: “Amount exceeds this invoice’s balance.” Reduce the amount to match the invoice balance or switch the Apply to invoice field to Open balance — no specific invoice. Account balance credits are not yet available.
• One row in a batch fails — the other rows still process. A summary shows which rows succeeded and which failed. Fix the failed row and submit it again.
• “You don’t have permission” — contact your org’s primary admin to request the payments:write permission.

Related

• How manual and offline payments work
• Create and manage invoices
• Billing payment statuses reference