If your club has elected to accept Check payments, an order will automatically switch to Pending status when a member or account submits an order through their Member Portal using Check as the payment method.
When the check is received, the admin must record the check payment in order for the Order to be updated as Paid and trigger any post-payment actions associated with the Product(s) in the Order.
NOTE: An admin can only record a check payment for an order in Pending Payment Status. If the account has sent a check without submitting any Order through Member Splash with Check as the payment type, the Admin will need to proceed with a New Offline Payment. More on New Offline Payment: Make an Offline Payment for an Account | Member Splash Help Center
Recording the Check
Navigate to the MS Menu > Finances > Orders
Search for the Order by:
any combination of the filters: Date Range, Account Type, Payment Method, Payment Status
Or searching specifically by Name, Account #, Legacy Account #, or Order
Orders that have been paid by check will be indicated with Payment Status of pending in yellow.
To record a check payment, select the 3 dots to the right of the payment method, which pulls up a pop-up menu. The options are View, Delete, Download PDF or Record Payment. Select Record Payment
When you record the check payment, you must enter the Name on Check, Check Number and Amount.
Once you hit Submit, the order’s status will automatically update to Paid and any post-payment actions tied to the product(s) in the order will be triggered.
Frequently Asked Questions
Will the system allow me to record a check amount that is more than the order amount?
No, the system checks to be sure you do not record an overpayment.
Can I record a partial payment? What should I do if I receive a check for less than the total order amount?
If you receive a check for less than the full amount due, you have the option to record the underpayment and follow up with the member for the remaining balance. However, we recommend rejecting underpaid checks and requesting payment in full, as this approach makes tracking and reconciliation much simpler.
I successfully recorded the check for an Order and it now reflects a Paid status, but the Account still shows as Unpaid. Why?
Only products associated with the Membership Fee product type will automatically update an account to Paid after purchasing. More on the important of Fee Types: Start Here: Fee Types - Use and Importance | Member Splash Help Center