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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. The invoice shows the day you marked it paid as its paid date, not its due date.
  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, dated the day you marked the invoice paid.
  4. The paid invoice is emailed to the customer.
An invoice that is already paid, voided or refunded cannot be marked as paid again: Orgo refuses with “Only unpaid invoices can be marked as paid”, so a double click or two administrators acting at once records one payment, not two.
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. With it off, nothing is emailed when you mark an invoice paid; you can still send the invoice by hand from the invoice itself.
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 Date for Fees (Settings → Modules → Payments & Fees → Membership fees → Validity Period). Without that setting the amount is locked to the member’s price, and a different figure is rejected. If your membership product has a Flexible amount level (members choose their own amount above a minimum), the window instead shows an amount chooser with the level’s quick-pick amounts and a field for any whole amount between its minimum and maximum, and you must choose one. The server applies the same limits. The button is not offered while the member has a bank transfer in progress, or, with Require Contract for Membership on, while their membership contract is unsigned or lapsed. 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 the Financial (Chapter) permission 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 (Organization); a chapter administrator with Admin (Chapter) 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, open the member (or contact), go to the Payments tab, and use Add payment record. It needs the Financial (Organization) permission. The same button is on a contact’s Payments & Subscriptions card.
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. An archived product, or a ticket product of an event that is still a draft, is refused.
2

Check the payment type

Payment type (fee, donation, event ticket, shop or admin) follows the product you picked and is greyed out. Only for a custom item do you choose it.
3

Check the payment type

Payment type says what the money was for. With an existing product the field is greyed out and shows the type Orgo will use, taken from the product. With a custom item you choose it yourself: Fee, Donation, Event ticket, Shop or Admin. It starts on Admin.
4

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.
5

Set the payment date

Defaults to today. Set it to the day the money actually arrived so reporting lines up with your bank statement. Press Record payment to save.
6

Confirm

Select Record payment at the bottom of the window.
The payment record dialog with the custom item switch, the product picker, the payment type, the amount and the payment date, above Cancel and Record payment 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. It appears in the payments list under Payment method, Recorded manually. If your organisation has Donations count towards membership switched on (Settings → Modules → Payments & Fees → Membership fees → Validity Period) and you record a donation for a member, the gift is judged like an online one: when it reaches the minimum of the Flexible amount level, the member’s validity date moves at once. With the switch off, a recorded donation never changes membership. See Donations. Recorded this way by mistake? Open the payment’s row menu and choose Mark as refunded. Nothing is sent anywhere, it only corrects the record, and for a donation it also takes back any membership the gift earned. A payment that has an invoice is marked as refunded from the invoice instead.
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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Payment type

Every payment carries one payment type, and the payment lists can be filtered by it (see Finding payments by payment type). It is a label for reporting and filtering. It does not change what the payment does.
Labelling a custom item as Fee does not extend anyone’s membership. Fee validity only moves when the payment is a real membership fee recorded from the Fee tab. If you choose a type for a custom item, it is kept as you set it; if you pick an existing product, Orgo ignores any other type and uses the product’s own.
Payments added through a data import get the type from the product they were matched to, so imported history is filterable too.

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Finding payments by payment type

The Payment type filter (a pill with the options All, Fee, Donation, Event ticket, Shop and Admin) is on:
  • the organisation-wide Payments list
  • a product’s Payments tab
  • the Payments tab of a member’s profile
Pick one option to see only that kind of money; pick All to clear it. The filter is separate from the Product pill (one specific product) and the type pill (one-time or recurring); combine them to narrow further. The payment type is a filter only: the lists do not show it as a column.

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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.

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Questions

It is now called Add payment record and sits at the top of the member’s Payments tab. The button that saves the window is still Record payment.
You picked an existing product, so the type comes from that product and cannot be overridden. Switch on Custom item if you need to choose it yourself.
Invoices use a built-in invoice product, which has no fee, donation, event or shop meaning, so its payments are typed Admin.