Recording a payment

Payments lists what participants owe at your Award Centres and lets you record a payment taken by hand. Use it when a family pays in cash or by transfer, so the participant is not left waiting.

Find a payment

Open Payments. The number beside it is how many payments are Not paid in your part of the Award. The newest are first. Narrow the list by Status, Level, Award Centre and the days it was opened, Opened from and Opened to, then choose Filter. Choose a participant’s name to open their payment. An Award Leader reaches a payment from an approval request, and can read it but not change it.

Change the status

On the payment, under Change the status, choose the New status and write a Note that says what happened, for example “Paid in cash at the Centre”. The note is required. From Not paid you can mark a payment Paid, Exempt or Paid through the Award Centre. A payment marked paid by hand can be set back to Not paid or marked Refunded. Only the statuses allowed now are offered, and a payment a payment provider confirmed is changed only by that provider.

Choose Save the change. The change is added to the history with who made it, when and the note. If someone else changed the payment first, you are told. Check what it says now and try again.

Payments taken online

A payment a participant made through Stripe cannot be changed by hand. Staff who manage payments refund it from the same page, under Refund through Stripe: write a Note and choose Refund through Stripe. The payment shows Refund requested until Stripe confirms it, then Refunded.

What happens next

A participant who waits in Approvals only for the payment is checked again within a minute. Where the Operator approves automatically, they are approved. Where an Award Leader decides, the request then shows the payment check as passed.

Payment links and receipts

For a payment that is Not paid and taken online, choose Send payment link on its row, or on the payment choose who to send it to, the payer or another guardian, then Send payment link. A new link to the same address replaces the one sent before. Once a payment is paid or refunded, Download receipt on its row or the payment gives its PDF, and the payment lists its numbered receipts. Payments taken through PayPal are refunded like those taken through Stripe.