How to record a manual payment

Club Admin · Bahasa Melayu below

Use this when a parent pays you outside the platform — cash, bank transfer, over-the-counter, cheque — and you need to mark the invoice as paid.

Steps

1. Sidebar → Billing → Invoices (/billing/invoices/)
2. Find the invoice → click into it to open the detail page.
3. Click Record Payment (top of the page) → opens /billing/invoices/<id>/pay/
4. Fill in: - Amount paid — usually the full outstanding balance; partial amounts are allowed. - Payment method — Cash, Bank Transfer, Cheque, or Other - Payment date — defaults to today; change if the parent paid earlier - Reference — bank transfer number, cheque number, receipt number (optional but recommended for audit) - Notes — anything you want on the receipt (optional)
5. If you have a bank slip photo from the parent, upload it under Proof.
6. Click Save. The payment is recorded but marked Unverified.

Verify the payment

Unverified payments show on the invoice but the invoice stays Pending. To finalise:

1. From the invoice detail → Payments section → click the payment row.
2. Or go to Billing → Payments (/billing/payments/) and find it there.
3. Click Verify — AAU Club Manager updates the invoice status to Paid (or Partial if it's not fully covered), generates a receipt, and (optionally) emails the parent.

For fast bulk verification: Billing → Payments → tick the payments → Bulk Verify button.

Undo

• Payment recorded by mistake? Open it → Edit → correct, or Delete.
• Verified by mistake? Click Unverify — invoice flips back to Pending.

Receipt

Verified payments generate a receipt PDF automatically. Access via: - Invoice detail → Payments → Receipt PDF - Or Payments list → the receipt column

Cara rekod pembayaran manual

Untuk Admin Kelab

Guna ini bila ibu bapa bayar di luar platform (tunai, pindahan bank, cek).

Langkah

1. Menu sisi → Billing → Invoices
2. Cari invois → klik masuk
3. Klik Record Payment
4. Isikan: - Amount paid — biasanya baki penuh - Payment method — Tunai, Pindahan Bank, Cek, atau Lain-lain - Payment date — default hari ini - Reference — no. rujukan bank (optional tapi digalakkan) - Notes — nota tambahan
5. Upload gambar slip di Proof jika ada
6. Klik Save. Pembayaran direkod tapi status Unverified.

Sahkan pembayaran

1. Dari invois → bahagian Payments → klik pembayaran
2. Klik Verify — invois bertukar status kepada Paid, resit dijana automatik

Untuk bulk: Billing → Payments → tanda → klik Bulk Verify.

Undo

• Salah rekod? Edit atau Delete
• Salah sahkan? Klik Unverify — invois kembali ke Pending

Resit

Pembayaran disahkan auto-jana PDF resit. Akses melalui invois detail → Payments → Receipt PDF.