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.
The member is emailed a receipt automatically shortly after you save the payment, the same as for online payments — unless you skip it (step 6). A payment recorded without a member (anonymous cash), or for a member with no email address on file, gets no receipt.

Record a single payment

On the Payments page (admin sidebar, Billing & payments), select Record manual payment.
In the Member field, type the member’s name or email address and select them from the list.
Under Payment method, select Cash, Check, Bank transfer, or Other. The form has no check-number, petty-cash or transfer-reference field, and no date field — the payment is recorded with today’s date.
Enter the payment Amount.
In the Apply to invoice field, select the member’s open invoice from the list. If the payment isn’t linked to a particular invoice, leave Apply to invoice empty.
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. The form shows “No receipt will be sent. This exception is logged.” — skipping is recorded in the audit log.
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.

Open the Record batch payments page. The Record manual payment form doesn’t link to it yet, so go to /admin/billing/transactions/new-manual/batch on your MapleGather admin address.
Fill in one row per payment (member and amount for each; there’s no reference field). To skip the receipt for one payment, check Skip receipt on that row.
After filling all rows, select Submit batch. Each row is recorded on its own, so if one row fails the others are still recorded (see If something goes wrong).

Verify

You’ll know it worked when the form confirms Payment recorded and applied to the invoice. (or Payment recorded. when you recorded it without an invoice). The form itself doesn’t show the invoice’s new status — go to Billing & payments, select Invoices and open the invoice (or the member’s billing history) to see it change to Paid, or Partially paid if you recorded less than the balance. The payment also appears in the member’s billing history. The member receives a receipt email shortly afterwards (the confirmation doesn’t mention it, because it is sent just after the payment is saved), unless you skipped it — then the confirmation adds Receipt skipped per your selection. A payment without a member, or for a member with no email address on file, gets no receipt. If the member needs another copy later, they can resend it from their billing history.

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 reload the form and leave Apply to invoice empty. 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.