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How to record a cash, check or other offline payment

  • Updated

When a family pays you by cash, check or another method outside TeamSideline, record it on their Account Overview: click Add Transaction and choose Payment - Cash, Payment - Check or Payment - Other. The payment lowers what the family owes. It doesn't charge a card or register anyone, so if they haven't registered yet, use Place Order and record the payment at its checkout instead.

Applies to: Admins whose role includes Add Transaction · All plans · Payments received outside TeamSideline (cash, check or other)

Where: Customers > Account Management > Search > (customer) > Account Overview > Add Transaction

Before you start

  • Paying for a new registration? Register the participant with Place Order on their account. At checkout, choose Check, Cash or Other in Payment Method, and enter the Check # for a check. That records the registration and the payment together, so you don't need Add Transaction.
  • Paying by card? Card payments aren't recorded here. Use Place Order > Add Balance Payment.
  • Paying an installment of a Check/Cash payment plan? Use the Apply Payment icon on that payment under Payment Plans instead, so the plan shows the payment as Processed.
  • No account yet? Click Add Account on the Search page first.

Record the payment

  1. Go to Customers > Account Management > Search, find the customer and click the account holder's name to open Account Overview.
  2. Under Account Balance, click Add Transaction.
  3. In Transaction Type, choose Payment - Check, Payment - Cash or Payment - Other (for example a money order or a bank transfer).
  4. In Amount, enter the amount you received.
  5. For a check, enter its number in Check # (up to 10 characters). The field appears only for Payment - Check.
  6. Optional: in Comments, note what the payment was for, up to 100 characters. The family can see it.
  7. Optional: check Email Confirmation ("Send Confirmation Email to Customer") to email the family a receipt.
  8. If an Applies To table appears, enter in Amount To Apply how much of the payment goes to each item (see How Applies To works, below).
  9. Click Add.

What you'll see: "Transaction Added." and the customer's Account Overview. Under Account Balance, the payment is listed with its Transaction Type, a Description made of your comments (plus the check number in parentheses for a check) and its Amount, and the balance goes down by that amount. The family sees the same entry under My Account > Order History.

How Applies To works

Applies To ties a payment to the charges it pays for, which is called reconciling. The table appears only when the account has something that isn't fully paid, and lists those items oldest first: registrations, add-ons and other charges such as a Misc - Debit or a processing fee. Each row shows Ref #, Date, Description, Amount, Non Reconciled (the part not paid yet) and Amount To Apply.

  • Enter an amount on each row the payment covers. An amount can't be more than that row's Non Reconciled amount, and the amounts together can't be more than the payment.
  • You can apply less than the whole payment. The rest stays on the account, unapplied, and still counts toward the balance.
  • If you leave the table blank, TeamSideline tries to apply the payment as soon as you click Add, but only when it exactly matches what's unpaid on the oldest items. Otherwise the payment stays unapplied.
  • The account balance is the same either way. Applying is what marks the registration as paid: on the account's Enrollments tab, a registration that a payment hasn't been applied to shows "Pending" in the Paid column ("Account not reconciled.") instead of its amount with a check mark. You can apply an unapplied payment later by reconciling the account.

Which transaction to use

What happened What to use
A family pays by cash, check or another method for a new registration Place Order, with Check, Cash or Other in Payment Method
A family pays by cash, check or another method toward something already on the account Add Transaction > Payment - Cash, Payment - Check or Payment - Other
A family pays by card toward what they owe Place Order > Add Balance Payment
You lower what a family owes without receiving money, such as a discount, sponsorship or waived fee Add Transaction > Misc - Credit
You give money back by check, cash or another method Add Transaction > Refund - Manual

A payment and a Misc - Credit both lower the balance, but a payment records money you received and how it was paid. Never record cash or a check you took as a Misc - Credit.

If it doesn't work

  • "Transaction Type required." Choose a Transaction Type.
  • "Amount required." Enter an amount greater than $0.
  • "Applied amount is greater than the reconcile balance." An Amount To Apply is more than that row's Non Reconciled amount. Lower it.
  • "The applied amount is greater than the transaction amount." The Amount To Apply entries add up to more than the payment's Amount. Lower them, or correct the Amount.
  • There's no Add Transaction button. Your admin role doesn't include the Add Transaction permission. Ask an admin who manages users.
  • A payment type isn't in the Transaction Type list. Your admin user is limited to certain transaction types. Ask an admin who manages users to check your filters.
  • The registration still shows "Pending" on the Enrollments tab. The payment wasn't applied to it. Reconcile the account to apply it.
  • You recorded a payment on the wrong account or for the wrong amount. Under Account Balance, click the red X (Delete Transaction) next to it and confirm "Are you sure you want to delete transaction" with its number. This needs the Delete Transaction permission. Check Show deleted to see deleted transactions, struck through. Then record the payment again.

Good to know

  • Recording a payment moves no money and doesn't go through your card processor, so no processing fee is added. It's your record that the money arrived.
  • A payment can't be tied to a program here: the Program and Associated Organization fields appear only for Misc - Debit, and GL Account only for Misc - Credit. To connect a payment to a registration, use Applies To.
  • The Email Confirmation box keeps the choice you made last time, so check it each time. With it checked, every parent on the account with an email address gets a "Transaction Confirmation" email showing the transaction type, the amount and your comments.
  • The Transaction Type list also notes "For Credit Card Payments, click the Place Order tab, then use the Balance Payment feature."

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