In this article, you will learn how to handle proofs of payment in the software. This includes the notification rule, how to create a proof of payment, and how to customize the document.
Contents
- Notification Rules for Proof of Payments
- Creating Proof of Payments
- Customizing Proof of Payments
- Difference Between Proof of Payments and Invoices
Quick Guide
- Open the customer’s account and select Create proof of payment in the three dot menu.
- Select the entries for the proof of payment and create the document.
- Find the finished document in the Documents tab of the customer’s account.
- Adjust the wording under Settings / Invoicing / Invoice templates.
Notification Rules for Proof of Payments
The Proof of payment notification rule in the communications area under notification rules does not send an email automatically every time a member makes a payment. Instead, the document is sent at the customer’s request. It serves as evidence that a payment has been made and is not an invoice.
Creating Proof of Payments
You can create a proof of payment directly from the customer’s account. The document covers payments that have already been made: charges that are still open and not yet due are not offered in the selection dialog, so a proof of payment is not the right document for an upcoming payment.
Follow these steps:
- Navigate to the customer’s account
- Click the three dot menu in the upper right corner and select Create proof of payment. The same menu also contains Create individual invoice, Installment plan, Account statement and Clear balance
- Narrow the list down with the Start date and Display filters (see the options below)
- Tick the entries you want to include in the document
- Create the document
- Open the Documents tab of the customer’s account to find the finished document. The tab sits in the Management group of the customer navigation
| Filter | Available options |
|---|---|
| Start date | Please choose…, All, Current membership term, Last month, Last 3 months, Last 12 months |
| Display | All, Fees only, Sales only |
Below the filters, the dialog lists the individual entries as a checkbox list. Even with Start date set to All and Display set to All, this list contains only settled entries.
The dialog also shows a notice about the Proof of payment notification rule.
This document will provide confirmation that a payment has been made, which can be useful for both the customer and the business.
Customizing Proof of Payments
To customize the content of the proof of payment:
- Open Settings / Invoicing / Invoice templates.
- Find the template for the proof of payment, which is the last one in the list.
- Edit the template as needed to fit your business requirements.
Difference Between Proof of Payments and Invoices
It is important to distinguish between proofs of payment and invoices:
- Proof of Payment: This is a document confirming that a payment has been made. It is not sent automatically but is generated on request.
- Invoice: This is a detailed bill for goods sold or services provided, typically listing the items, quantities, and prices. Invoices can be set to be sent automatically if the automatic invoice creation feature is activated. Invoices are generated only if a payment has been made in full or on the due date of the payment.
Note: This article was created with the help of artificial intelligence and editorially reviewed.