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Not every payment goes through the platform. Members pay membership fees by bank transfer, hand over cash at an event, or send a cheque. Recording those payments in Orgo keeps membership status, payment history and reporting correct. Payments taken outside Orgo are recorded against an invoice, not against the member directly.

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Recording the payment

1

Open Invoices

Invoices in the main menu. If the invoice already exists, find it in the list. If it does not, create it first, then come back to this step.
2

Open the invoice

Click the invoice series or number to open it. You will see the full detail view, including the amount and who it belongs to.
3

Mark it as paid

Use Mark as paid. The invoice moves to paid immediately.
Opening an invoice requires organisation administrator rights. A local administrator can see a member’s fee status but cannot open the invoice to record a payment against it.

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What happens when you mark an invoice as paid

Four things happen, and one of them is visible to the member.
  1. The invoice status becomes paid, and Orgo records which administrator marked it, so the action is attributable later.
  2. A PAID badge is added to the invoice document itself, so the stored and downloadable copy shows it too.
  3. A payment is recorded against the member, which is what updates their membership status and their payment history.
  4. The paid invoice is emailed to the member automatically.
Point 4 catches people out. Marking an invoice as paid sends the member an email. If you are correcting historical records or tidying up test data, the member will still be emailed. Do the tidying on invoices that belong to a test account rather than a real one.

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Event registration invoices

An invoice raised for an event registration behaves slightly differently. As well as the four steps above, marking it as paid links the payment to the person’s attendance, so they appear as a paid attendee and their ticket is issued. That linkage is what makes check-in and attendee reports correct, so always record event payments against the event invoice rather than creating a separate one.

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Getting it wrong

If you mark the wrong invoice as paid, do not delete it. Cancel or void the invoice instead so the trail of what happened stays intact, then record the payment against the correct one. Deleting removes the history that explains why the member’s balance changed.