Adding a payment manually
To add a payment manually to a membership plan, please follow the steps below:
Locate the contact or organisation with the membership
Click on the membership tab in the right-hand sidebar
Select the membership plan from the list you wish to add a payment to and expand the card
Click 'Add payment' button at the bottom of the card
Amount
Enter the amount of the payment. Please do not include any currency symbols or price formatting. i.e. 1000.00 not £1,000
Currency
Select the currency of the payment. This should generally match the currency of the membership plan selected.
Received / Expected Date
Enter the date the payment was made or expected to be received. If left blank this will default to the current date.
Please note that any payments added with a Received / Expected Date set more than 36 hours earlier than the date added will not trigger a payment received event and no receipt will be sent. To send a receipt to the contact, please read this section below.
Payment Method
Select the method of payment from the list of options available.
Your Reference
Enter any reference code or number. Generally this should match the reference code from the payment provider. i.e. Stripe payment reference, BACs number
Description
Enter any other information you wish to record alongside the payment.
Deleting existing payments
Existing manual and received payments appear in the membership card. You can delete a payment by clicking on the relevant payment record and using 'Delete payment' button in the popup.
Manually sending a receipt to a contact
If a manual payment is added with the Received / Expected Date set more than 36 hours ago, no triggers will be fired. This is to allow admins to add legacy data to contacts without worrying about sending emails to them.
If you still want to send a receipt you can do one of the following methods:
1. Send templated email with receipt attached
This method assumes you already have a templated email that is sent to contacts after payment is made. Please look at lifecycle email templates for more information.
After adding the payment, go to the Profile tab, Locate the Contact panel and click on the Send Email to ... button. In the popup that appears, select the template that you want to send. Then in the Regarding field, select the payment that you want to send the receipt for. This should appear as [Payment] £... for membership_payment.
Once set, click on Save and View to see a preview of the email that will be sent to the contact. We strongly recommend testing the links to ensure the receipt is set correctly before sending. Once tested, click on Send.
2. Download and send the receipt manually
After adding the payment, go to the Transactions tab and find the payment in the past payments list. Click on the Receipt button to view and download the receipt for that payment. This can then be sent manually to the contact with your own email client.
