How do I record an offline payment on an invoice?

How do I record an offline payment on an invoice?

How do I record an offline payment on an invoice?

When a student pays you directly — cash at the desk, a check, a wire — log it against the invoice so the balance and AR reflect it. HangarOS does not move the money; you are recording a payment you collected through your own channel.

Record the payment

  1. Open the invoice from the Invoices list and select it to open the slide-over (the action is available on open invoices with billing:manage).
  2. Select Record Payment.
  3. Fill the form:
    • Amount ($) — required, minimum 0.01, entered in dollars.
    • Date — required, defaults to today.
    • Method — Cash, Check, Wire Transfer, or Other.
    • Notes — optional.
  4. Select Record Payment. On success you get Payment recorded.

Where recorded payments appear

Recorded payments show on the Payments page (tile: Track payments and issue refunds). Each row shows Date, Student, Amount, Invoice, Method, and Status. You can filter by method (Cash, Check, Wire, Other), by status, by date range, and search by student. See [[invoicing-payment-field-reference]].

Notes

  • The Method options on the invoice form and the Payments filter are manual-entry methods: cash, check, wire, and other.
  • To reverse a recorded payment, issue a refund from the Payments page — see [[invoicing-refund-payment]].
  • You need billing:manage. See [[invoicing-permissions]].

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