Adding a payment manually
How to record money received in cash or by bank when no charge was issued.
Ask ClassyStep by step
- 1
On the Charges tab, press Add payment.
- 2
Tick the payers in the Members list.
- 3
Optionally pick a group.
- 4
Enter Amount (each) and, if needed, Payment date (optional).
- 5
Write a Description.
- 6
Choose Cash or Bank transfer under Paid via.
- 7
Press Add payment.
- 8
Check the confirmation and press Done.
How it works
Records in Classes a payment that already happened outside the app, for example a parent paid cash at training. Your income stays complete without first issuing a charge and then marking it.
Press Add payment in the page header of the Charges tab. It opens the same window as New charge with the Already paid switch already on, so instead of a due date you set a payment date and how it was paid. For each selected person a new charge is created that is immediately Paid with the chosen method. Its due date is the payment date. The payment counts as income on the date you give, in Collected this period, the payment-method cards and the chart.
The payer gets a notification that a payment was recorded for them. For a child, it goes to the parent.
If an unpaid charge for the same thing already exists, don't use this window, open that charge and press Mark paid, cash or Mark paid, bank, or the money will be recorded twice.
After saving, the window doesn't close but shows a confirmation with an undo option.
The same window opens from a user's details panel with the Add payment button there, with that user already chosen. In that panel the button needs both the Manage charges and the Record payments permissions.
Good to know
If a payee, amount or description is missing you see "Please select at least one payee and fill in amount and description." If you switch Already paid off, the window turns back into New charge.
Online payments can't be recorded by hand, they are recorded only when the member pays through the app.
On this screen
Add payment window
The form for recording a received payment by hand.
Add payment window
The form for recording a received payment by hand.
Collects who paid, how much, when, what for and how.
Each time it opens from Add payment the form is empty, the Already paid switch is on and Paid via is Cash.
Members list
Who paid. Required, at least one.
Members list
Who paid. Required, at least one.
A separate payment with the same amount is recorded for each ticked person.
Contains the school's members and each parent's children, with "pays:" and the parent's name next to a child. Search with Search members…. The number selected appears in brackets. If your access is limited to certain groups and you don't pick a group, each person must be in a group you have access to.
Group (optional) choice
The group the payment is for. Optional.
Group (optional) choice
The group the payment is for. Optional.
Makes the payment show up under a group filter and in that group's figures.
Defaults to No group. If you pick a group you must be allowed to record payments for it.
Amount (each) field
How much each person paid. Required.
Amount (each) field
How much each person paid. Required.
Sets the amount of each recorded payment.
In euro, from €0.01 to €99,999.99. It isn't split between payees.
Payment date (optional) field
When the money was received. Optional.
Payment date (optional) field
When the money was received. Optional.
Counts the payment towards the right day and month in your income.
Left empty it shows Today and means today's date. The date becomes both the payment date and the due date of the created charge.
Description field
What the payment was for. Required.
Description field
What the payment was for. Required.
Shows in the Charge column and says what the money was for.
The hint reads "What was this payment for?". Between 3 and 300 characters.
Paid via choice
How the money was received: **Cash** or **Bank transfer**.
Paid via choice
How the money was received: **Cash** or **Bank transfer**.
Sets the payment method shown in labels, filters and the History cards.
Defaults to Cash. Press the other button to switch.
Add payment button
Records the payments.
Add payment button
Records the payments.
Creates the paid charges and adds them to income.
On success the window switches to a confirmation. On failure you see "Failed to add payment. Please try again." Cancel closes without saving.
Confirmation after saving
Payment added for N payee(s).The screen that stays after saving and lets you take the payment back.
Confirmation after saving
Payment added for N payee(s).The screen that stays after saving and lets you take the payment back.
Gives you a last chance to spot a wrong payee while the names are still in front of you.
It reads "Wrong payee? You can still take this back." Undo deletes the charges created in this window, while it runs the button reads "Undoing…", and on success "Payment removed for N payee(s)." appears and the window closes. If undo fails for any charge, the window stays so you can retry. Done, or closing the window, keeps the payment.
Undo deletes the charges, so it also needs the Manage charges permission. Without it undo ends with "Couldn't undo the payment. Showing the current state instead.": ask a colleague with that permission to delete the charge.
Frequently asked questions
I picked the wrong member. What do I do?
In the confirmation, press **Undo**: the created charges are deleted. If you already pressed **Done**, find the charge in the list, open it and use **Delete charge**.
The payment was last month. Will it count there?
Yes, if you fill in **Payment date (optional)**. Without a date the payment is recorded as today.