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Receipts & Corrections

Overview​

This page covers the actions you take on a payment after it's recorded: printing and emailing the receipt, and correcting a payment by cancelling, deleting or transferring it.

Printing & emailing receipts​

  • Print Receipt (printer icon) — downloads a PDF receipt. It shows the receipt date, subscriber name and username, receipt number, acknowledge/official receipt numbers, transaction id, payment mode, who collected it, your site's signature, and the amount spelled out in words.
  • Send Email (send icon) — emails the receipt PDF to the subscriber. Your site's email must be configured, otherwise you'll be prompted to enable it.

Cancel vs Delete​

Both reverse a payment (re-opening the invoice it paid, and refunding wallet payments back to the wallet), but they behave differently:

Cancel PaymentDelete Payment
Keeps a record?Yes — the payment stays in the list flagged Cancelled (audit trail).No — the payment record is removed entirely.
Works on bank-transferred payments?Yes — it also posts a reversing debit to the Virtual Bank.No — only for payments not linked to a Virtual Bank.
Best forBank/cheque payments, or when you need an audit trail.Removing a payment entered by mistake that isn't bank-linked.

Both are blocked if the money has already been used — for example a Deposit To Wallet payment whose wallet balance has since been spent ("You cannot cancel/delete used payment"), or a payment on an invoice that is now fully paid.

Recommendation: for anything that touched a Virtual Bank, use Cancel (it keeps the trail and reverses the bank entry). Use Delete only for simple, non-bank mistakes.

Transfer to a Virtual Bank​

If a payment was recorded without pointing it at a bank, you can attach it later:

  1. Tick one or more payments and choose Action → Transfer.
  2. In Transfer Payment To Virtual Bank, pick a Transaction Type (Direct Deposit Cash, Direct Deposit Cheque or Bank Transfer), the target Account (Virtual Bank), and an optional remark. Cheque type asks for Cheque No and Payee Name.
  3. Confirm — the combined total is posted as a credit into that bank, and the payments are marked as transferred.

Only payments not already linked to a bank can be transferred.

Important Notes​

  • Cancelled payments remain visible for the record; deleted ones disappear.
  • Reversing a payment re-opens the invoice it had settled, so its balance becomes payable again.