Understand how orders, payments, and settlements work

Worked example

A Manager creates a monthly base price for Team A.
A Member chooses that price and a starting period.
TeamM creates an order with an item and total.
Stripe/tPay confirms online money, or an authorized Manager/Leader confirms cash received.
The order shows the completed payment.
The purchased months or events show as paid.

An order can exist before payment, and an online payment can remain Pending until the payment provider confirms it. A paid order shows that money was received; the settlement shows which months or events it covered.

Monthly and per-event coverage

A Monthly membership covers a calendar month or the recurring period chosen for the team.
A Per class/event membership covers selected events.
A Manager can use Settle member to selected date to treat coverage through a chosen date as paid without receiving money. The date must fall within the accounting year that starts in the organization’s configured First month.

The settlement view shows the covered period or event list; the amount alone does not define coverage.

Cash and online payments

Members and representatives start Stripe or tPay from their own Checkout order. Its payment status changes automatically after the provider confirms payment. Managers and Leaders cannot mark an online payment complete. Cash is confirmed by a Manager or by a Leader only when Leader can receive cash payment is enabled.

Cash confirmation completes a Checkout order for its displayed amount, so use it only after receiving that money.

Clear an outstanding settlement

Managers can record cash for a member or waive coverage with manual settlement. A Leader with cash-receipt permission can record cash but cannot waive coverage.

Open the member from the team or profile payment view.
Open Unpaid settlements and read the affected events or periods.
To record cash, choose the price for the unpaid month or event, review the coverage, and submit the order before following the cash-confirmation guide.
To waive the outstanding coverage instead, select Settle debt, choose a date in Settle to date, and select Settle.

Manual settlement treats the member as paid through the selected date without collecting money. Use it only when the organization has waived that amount.