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Mark Payments on Dues and Fees

Mark Payments on Dues and Fees

Use this to record a payment you received outside the system (check, cash, or another offline method), void an invoice, or delete an invoice — all from the AR Dashboard's per-invoice Actions menu. This is the general process for marking any dues or fee invoice; if a Household or Member is paying from Wallet balance funds instead, follow the wallet-specific steps in "How can I manage a household wallet, and view its transactions?" or "How can I manage a member wallet and its transactions?" instead of the Payment Type dropdown described below, which does not include a Wallet option.

  1. Click Financials > AR Dashboard on the vertical Dashboard menu (left side of the screen).
  2. Find the invoice in the Outstanding Invoices table.
    • Use Search Invoices to look up a specific Member/Household name, due name, or invoice number.
    • Use the Included Invoices toggles (Not Yet Late, Late, Paid) and the Invoice Type filter (All, Members, Households) to narrow the list — for example, toggle on Paid to find an invoice that's already been marked paid.
  3. In the Actions column, click the three-dots menu and choose Mark Payment.
  4. In the UPDATE PAYMENT STATUS window, choose one of the three options:
    • Record a manual payment — logs an offline payment against this invoice (selected by default).
    • Mark this invoice as VOID — cancels the invoice without recording a payment.
    • Delete this invoice — permanently removes the invoice.
  5. If you chose Record a manual payment, fill in:
    • Payment Amount — pre-filled with the amount due; lower it to record a partial payment. Note: some due types don't allow partial payments — a note under the Payment Date field says so when that's the case, and the field won't accept a lower amount.
    • Fee Amount — any additional fee collected along with the payment (defaults to $0.00).
    • Payment Type — choose Check, ACH, Credit Card, or Other.
    • Payment Date — defaults to today; click to change it via the calendar.
    The window totals Payment Amount + Fee Amount and shows it as the Total Payment Amount before you save.
  6. Click Save Status to apply the change, or Cancel to close without making changes. Warning: the window itself confirms that clicking Save Status is final — there's no separate confirmation step and no undo, so double-check the option and amount before saving.

Good to know: this same Actions menu also has Resend Invoice, Invoice Notes, Download Invoice, and Waive Late Fee — use Mark Payment only when you're recording a payment, voiding, or deleting the invoice itself.