The Payments page keeps an ongoing record of any unpaid/paid expenses, check numbers, and bank accounts.
In order to make a payment, the following must be true:
- Expenses are posted and unpaid.
- All expenses must be associated with a profile.
- If multiple expenses are associated with the same profile, there will only be one payment for those expenses.
- Payment account exists and is a checking account.
- If the payment type is a check, the check number has not been previously used.
Make a Payment
Record an expense to properly reflect cash/check payments. Refer to Add and Pay an Expense for detailed guidance.
Sort and Filter Payments
Payments can be sorted and filtered to view a group of payments that follow specific criteria.
- Click the column headers to sort the payments by date, voided date, and type.
- Click Filters to filter payments, and then click Apply Filters after selecting the filters you want.
- Available filters are listed below.
- Start Date
- End Date
- Payment Type
- Start Check Number
- End Check Number
- Profile
- Available filters are listed below.
Check Payment Actions
The following actions may only be performed on payments made by check.
- Navigate to Accounting.
- Click Banking on the navigation bar, and then click Payments.
Void a Payment
The action of voiding a check payment creates a new journal entry that credits the account from which the payment was made. The expense then moves back to the Unpaid Expenses list.
Once a payment is voided, it cannot be reversed. If a payment is accidentally voided, create a new payment for the expense.
- In the Payments area, click Void for the payment you want to void.
- A Voided Date will display next to the voided payment, and the payment can then only be viewed.
- A Voided Date will display next to the voided payment, and the payment can then only be viewed.
View a Payment
- In the Payments area, click the eye icon for the payment you want to view.
- The Payment and Expenses information is displayed, and the Expenses area lists the expenses included in the check payment.
- Click Back to return to the Payments page.
Print a Payment
There are two ways to print payments made by check.
- The check payment workflow.
- Actions column on the Payments Page.
Prior to printing checks, your nonprofit will need to purchase check stock in order to print checks through the system. Check stock can be ordered from anywhere that has a QuickBooks compatible preprinted check that includes name, address, check number, etc.
- In the Payments area, click the printer icon for the payment you want to print.
- A .pdf copy of the check, which can be printed, will download onto your computer.
- A .pdf copy of the check, which can be printed, will download onto your computer.
Other Payments Actions
The following actions may only be performed on payments made with the payment type of Other.
- Navigate to Accounting.
- Click Banking on the navigation bar, and then click Payments.
View a Payment
- In the Payments area, click the eye icon for the payment you want to view.
- The Payment and Expenses information is displayed, and the Expenses area lists the expenses included in the payment.
- Click Back to return to the Payments page.