Skip to main content

Add a payment

Pour :Administrateur

Manual entry is used to record payments that don't come in online: checks, cash, manually received bank transfers, in-kind donations. This procedure covers a payment with a single reason. To split an amount across multiple reasons, see Add a multi-reason payment.

Before you start​

You'll need:

  • ✅ The donor's name (and email if possible)
  • ✅ The exact amount received
  • ✅ The payment method used
  • ✅ The reason for the payment (campaign, pledge, form, or simply main cash register)
  • ✅ The date of the payment (default: today)

Procedure​

  1. 1

    Open the Payments module

    In the sidebar, click on Payments then on the All payments tab.

  2. 2

    Click on 'Add a payment'

    At the top right of the list, click on Add a payment. The entry form opens in a modal window.

  3. 3

    Select the donor contact

    In the Contact field, start typing the donor's name.

    • If the contact already exists, it appears in the suggestions — click it.
    • If it's a new donor, click on Create a new contact and fill in the minimum: first name, last name, email.
  4. 4

    Enter the amount

    In the Amount field, indicate the exact sum received (in euros by default).

  5. 5

    Choose the payment method

    Select from:

    • Check: for a paper check (you can note the check number in the comment)
    • Cash: for a cash payment
    • Transfer: for a bank transfer received manually
    • Bank card: if you collected via a physical terminal not connected to Unisoft
    • In kind: for a donation without money movement
  6. 6

    Select the payment reason

    Choose what this payment is attached to:

    • Main cash register: free cash inflow (no specific allocation)
    • Campaign: select the relevant campaign from the list
    • Fund: select the fund
    • Donation pledge: select the pledge to honor
    • Form: select the paid form (membership, registration)
    • Booklet: select the destination booklet
  7. 7

    Enable the tax receipt

    Check Generate a tax receipt if the donor wants a tax receipt and the conditions are met (eligible amount, organization registered for tax deduction).

    The receipt will be automatically sent by email to the donor after validation.

  8. 8

    Adjust the date if needed

    By default, the payment date is today's. Change it if you are entering a payment received a few days ago.

  9. 9

    Add a comment (optional)

    Use the Comment field to note: check number, issuing bank, specific context, etc.

  10. 10

    Validate

    Click on Save. The payment appears immediately in the list, and the tax receipt (if enabled) is generated and sent within seconds.

The add form combines contact, amount, method, reason and tax receipt option.

Special cases​

Anonymous donor​

If the donor doesn't want to be identified, you can:

  • Either create a generic Anonymous donor contact
  • Or leave the payment without a linked contact (in which case no tax receipt can be generated)

Professional donor (company)​

If the donation comes from a company and requires a tax receipt in the company name:

  1. Create the contact by checking Type: Professional
  2. Fill in the company name, the Company ID and the billing address
  3. The tax receipt will be issued in the company's name

In-kind donation​

For an in-kind donation (equipment, furniture, valued volunteer service):

  1. Select the In kind method
  2. Indicate the valued amount (estimated value of the good or service)
  3. Describe the donation precisely in the comment (e.g. "Donation of 50 folding chairs, unit value 30 €")

After validation​

Once the payment is recorded, Unisoft automatically triggers:

  • ✅ The contact update (payment history)
  • ✅ The donation pledge update if the payment honors a pledge
  • ✅ The tax receipt generation (if enabled) and its sending by email to the donor
  • ✅ The statistics update for the linked campaign / fund / service

Go further​