Receipts & manual payments

A receipt is a record of money received. Receipts are generated automatically on successful payments, and you can also record manual one-off payments. A single receipt can be allocated across one or more invoices.

How receipts are created

• Automatically — when a gateway payment or an invoice payment succeeds, SwiftFox generates a receipt.
• Manually — you record a one-off payment via Make payment (a gateway charge) or Record payment (a payment already received, for example cash taken at an event).

Recording a payment

On the contact's Financial tab, the Receipts section has two buttons:

Make payment — process a payment now through a saved gateway source (for example a Stripe card).

1. Click Make payment.
2. Choose the Payment type. If the contact has an active subscription it defaults to Subscription and can be linked to that subscription; change it if needed.
3. Enter the Amount, an optional Note and the Effective Date.
4. Under Charge using, select a saved card (or Add payment method).
5. Click Charge.

Record payment — log a payment already received or sent (placeholder methods).

1. Click Record payment.
2. Use the Money received / Money sent toggle as appropriate.
3. Choose the Payment type, enter the Amount, an optional Note, the Effective Date and an optional Receipt no.
4. Under How was it paid?, choose a placeholder method such as Cash or Cheque.
5. Click Record payment.

Both create a receipt. Make payment also takes the money through the gateway; Record payment only records money handled outside SwiftFox.

Editing receipts

Open the receipt — from the Receipts section of the contact's Financial tab, or from a receipts Action Centre — then open the split button at the bottom right of the receipt panel and choose Edit.

The Edit Receipt panel is in two parts:

• Details — Receipt number, Effective date and Description.
• Line items — each line is listed by its type and amount. Expand a line to edit its Line-item type, Comment and Amount.

Select Save to apply your changes, or Cancel to discard them.

This works for every receipt, including those generated by a gateway payment. The gateway's transaction reference can't be changed.

What allocation locks

Allocating a receipt to an invoice does not lock the whole receipt. It locks only the Amount of the line that is allocated, which appears unavailable with the note “This amount is locked because the line is allocated to an invoice.”

Everything else remains editable on an allocated receipt — the receipt number, the effective date, the description, and each line's type and comment. To change the amount of an allocated line, unallocate it first; see Refunds, reallocating & unallocating payments (Document ID: 364).

Pending receipts

• A Pending status on a direct debit receipt is normal — gateways typically confirm in about 2–3 business days.
• If a receipt has been pending much longer than that, contact SwiftFox Support.

Refunds

To refund money received, open the receipt and use Refund. The refund creates a corresponding negative receipt and unallocates the payment from any invoices it was applied to, and the invoice balance updates. Full steps are in Refunds, reallocating & unallocating payments.

Receipts vs invoices

• An invoice records what the member owes (per period, or per year on common-period plans).
• A receipt records money received.
• Receipts are allocated to invoices to reduce their balance — one receipt can cover multiple invoices, and one invoice can be paid by multiple receipts.