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Not every payment goes through the platform. Members pay by bank transfer, hand over cash at a meeting, or send a cheque. Recording those payments keeps membership status, payment history and reporting correct. There are three places to do it, and they are not interchangeable. Pick by what was paid for.

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Marking an invoice as paid

Invoices, open the invoice, then Mark as paid. The button is only there while the invoice is unpaid. Four things happen.
  1. The invoice becomes paid and Orgo records which administrator marked it, so the action stays attributable.
  2. A PAID badge is added to the stored document, the amount due line changes to read as paid, and the “Pay online” link is removed from it.
  3. A payment record is created for the gross total (net plus VAT) and linked to the invoice. That record is what updates membership status and shows in payment history.
  4. The paid invoice is emailed to the customer.
Step 4 catches people out. Marking an invoice as paid emails the customer. If you are tidying historical records, they still get the email. Switch off Send invoice emails automatically in Settings → Modules → Payments & Fees → Invoice Product first if you are doing a batch of corrections.
Unpaid invoice detail page showing the Mark as paid, Edit and Void buttons above the amount and billing summary

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Membership invoices

If the invoice has the Membership switch on, marking it paid also books the membership period on the invoice and moves the member’s fee validity date forward. For a company, it updates the company membership end date, applies the member slots that come with the chosen level, and pushes the new validity date out to everyone the company covers. This is why the membership level and the start and end dates matter on the invoice form: they are the period being bought.

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Event registration invoices

Marking an event registration invoice as paid confirms the registrations attached to it. The attendees move from awaiting payment to confirmed, the linked payment is marked successful, and ticket confirmation emails go out. Always record an event payment against the event’s own invoice rather than raising a separate one, otherwise the attendance is never confirmed and check-in and attendee reports stay wrong.

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Recording a membership fee period

An invoice is not required to record a membership fee. On the member’s profile, open the Fee tab and use Mark as paid. Orgo asks which period you are recording, shows the period end it works out from your fee configuration, and records the payment against that period using the price that was valid at the period start, not today’s price.
The action needs Allow Mark as Paid switched on in Settings → Modules → Payments & Fees → Membership fees. With it off, nobody can record a fee manually and members must pay online.
An Enter different amount switch appears only if your organisation uses fixed starting dates for fees. Without that setting the amount is locked to the member’s price, and a different figure is rejected. Manual fee payments are recorded with the payment method check and count immediately: the member’s validity date moves forward as soon as you confirm. Recording a batch that resolves to nothing (every period deselected, or a member with no fee price for that period) is refused with an explanatory error rather than saved half-formed. Local centre fees have their own Mark as paid on the same profile, needing FINANCIAL_LOCAL for that member’s local centre. Both behave the same way: what an administrator marks as paid counts straight away, because a mark-as-paid batch is written as already approved and carries the method check. The pending state you see on Fee payments in the sidebar comes from somewhere else. It is the batch written by Pay on the Member fees table, stamped as a bank transfer (iban) and left pending, for organisation and chapter fees alike. Approve there is shown only to ADMIN_TENANT; a chapter administrator with ADMIN_LOCAL sees Cancel, which deletes the batch instead. Members never submit a fee payment for approval: a member paying their own fee by bank transfer raises an unpaid invoice, which is settled with Mark as paid on the invoice.

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Recording any other payment

For everything that is not membership, use the member’s Payments tab and the Record payment button. It needs FINANCIAL_TENANT.
1

Choose what was bought

Either pick an existing product, or switch on Custom item and type an Item name. A custom item creates a hidden one-off product so the payment has something to hang from without cluttering your product list.
2

Choose the price

Products with active prices require you to pick one, and the Amount is then locked to it. Only products configured to accept a custom amount let you type a figure.
3

Set the payment date

Defaults to today. Set it to the day the money actually arrived so reporting lines up with your bank statement.
Record payment modal with the custom item switch, the product picker, the amount field and the payment date picker The payment is saved as successful, stamped with your name as the administrator who recorded it, and carries no Stripe charge. The amount you enter is treated as the net figure, with VAT derived on top of it.
Membership fee products are deliberately not offered here, and are rejected if you try. A fee payment also has to carry the period it buys, which this form does not collect. Use the Fee tab instead.

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Getting it wrong

If you mark the wrong invoice as paid, do not delete it. See cancelling and correcting invoices: the trail of what happened is worth more than a tidy list.