Admin | Manually Make a Payment on an Outstanding Transaction

Use this guide to manually record a payment as an admin in CourseCo, which updates the payment status of a booking.

✅ When to Use This

• A payment has been received outside the system (e.g., via bank transfer or cash), and you want to update the record manually.

🔸 Step-by-Step Instructions

1. Open the Booking

• Go to Bookings.

• Locate and select the relevant booking.

2. Navigate to the Contact’s Accounts Tab

• Within the booking, click on the contact’s name (usually the booker).

• Select the ‘Accounts’ tab.

💡 If the transaction is billed to an organisation, click into the organization contact instead, and go to its Accounts tab.

3. Find the Transaction

• In the Accounts tab, locate the relevant transaction.

• Click to select the transaction.

4. Open Payment Options

• Click the ‘Actions’ button (top-right).

• Choose ‘Make a Payment’ from the dropdown.

5. Fill in the Payment Details

• A pop-up will open showing the balance.

  Complete the following fields:

  • Payment Method: Select a label such as Cash, EFT/Bank Transfer, Card, etc.

    This is just for reference and does not affect the system behavior.

  • Payment Amount:
    By default, this will match the outstanding balance. Edit it if a partial payment was received.

  • Payment Date:
    Set the date the payment was received.

  • Note (optional):
    Add any relevant comments (e.g., "Paid in office", "EFT from Jane Doe").

6. Save the Payment

• Click Save Payment.

🧾 A payment record is now attached to the transaction, and the S&A balance will be updated.