This guide is for System Admins whose customer has paid for a booking outside Cademy, for example in cash, by cheque or by bank transfer. It shows how to record money received elsewhere so the order, its invoice and the learner's course access show it as paid.
An order is Cademy's record of a booking. Cademy has two ways to record money that arrived outside Cademy. Neither takes money from the customer or checks your bank account. Use them only after the money has arrived.
Action | Use it when | Date and amount |
Record Payment | The customer paid all or part of an issued invoice. | You enter the amount received and the date you received it (Paid on). |
Mark as Paid | The customer paid the full outstanding amount of an invoice or of the whole order. | Records the full outstanding amount at today's date and time. There is no date choice. |
Check the order, invoice, payments and credits before any financial action. If their balances disagree, stop and give Cademy Support the order and invoice references. Do not record a second payment to correct a display problem, or retry a payment whose outcome is unknown.
Record Money Received by Cash, Cheque or Bank Transfer (Record Payment)
Use Record Payment to record money received outside Cademy, including a part payment. Use it only after confirming the money was received. Record a partial amount here rather than marking the whole invoice paid.
Do not rely on recording payment being silent. It updates payment records and can trigger the order's payment-related email workflows, including applicable instalment receipts. The form is not an email composer, but that does not guarantee no email. Check the order's Emails section afterward; see Find Sent Emails and Check Delivery Status.
Open the Admin Dashboard as a System Admin. Select Orders, then the Invoices tab. Open the issued invoice and check the customer, items and outstanding balance.
Select Record Payment. You can also start from the order: expand Invoices & Payments, open the invoice's More menu and select Record Payment, or select Record Payment in the order's Manage Order menu. The Record payment dialog shows the order's Outstanding, Total cost and Already paid amounts.
Check Amount. It is prefilled from the available balance; replace it with the amount actually received. It must be greater than zero and within the displayed limit.
If Invoice appears because the order has more than one payable invoice, confirm the correct invoice. Changing it can reset Amount, so recheck your amount afterward.
Set Paid on to the date you received the payment. It starts at today.
Select Record payment. Wait for Payment recorded, then reopen or refresh the invoice and check the payment entry, date and remaining balance.
The payment is stored as a manual payment against the selected invoice and its order. It is not a new card charge or bank transfer. Draft and Void invoices are not eligible for this form. For an order with several invoices, recording one payment does not settle the other invoices.
If the form is unavailable, check your System Admin access, the order state and whether an issued invoice has a balance. If the displayed limits conflict with the records, contact Support with the order and invoice references instead of increasing an amount to force a result.
What Record Payment Changes on the Order and the Customer's Order Page
Record Payment also sets the order's payment method to manual. It does this every time, including when you record only part of the amount due, and whether the order was placed at checkout or billed by invoice. A later online payment does not change the method back.
While an order's payment method is manual, the customer's order page in their account does not show its INVOICES section. The customer then has no Download PDF or Pay Invoice button there, even when money is still due.
Some automatic emails depend on the order's payment method, so they can stop for that order. For example, on a deposit order placed at checkout, if you record a part payment and the balance is paid later, Cademy does not send the customer the Payment received email.
What to do for the customer:
To give them the invoice: select Orders, then the Invoices tab, open the invoice and select Download PDF. The PDF opens in a new browser tab. Save it from there and send it to the customer yourself.
To collect money still due online: copy a payment link with Request Payment… and send it to the customer; see Send a Customer a Payment Link. The payment page does not check the order's payment method, so the link can still be paid on a manual-payment order.
Mark a Booking or Invoice as Fully Paid After a Cheque or Cash Payment (Mark as Paid)
Use Mark as Paid only when the full outstanding amount shown has already been received outside Cademy. It records manual payment, not a non-financial status note or a discount. For credit or refunds, use the corresponding financial procedure instead.
Mark as Paid records the payment at the current date and time. It has no Paid on choice. If the money arrived on an earlier date, use Record Payment on an eligible issued invoice so you can enter that date. For an unissued draft, first follow the Issue Now instructions in Split or Schedule Invoices for an Order; issuing the draft is a separate action that can send its invoice email.
Do not rely on the confirmation dialog's statement that no emails are sent. Mark as Paid suppresses the customer email for issuing a draft during this action, but recording the payment can still trigger applicable payment-related workflows, including instalment receipts. Check the order's Emails section afterward; see Find Sent Emails and Check Delivery Status.
As a System Admin, open the order from Orders and expand Invoices & Payments.
For one issued payable invoice, select Mark as Paid on its card. For a draft, open its More menu and select Mark as Paid. To settle the order's listed outstanding invoices together, use the order's Manage Order menu and choose Mark as Paid.
Read Mark This Invoice as Paid? or Mark This Order as Paid?. Check every listed invoice and amount. Drafts are labelled Draft invoice and will be issued now, not on their previous schedule.
Check the total on the single confirmation button displaying Mark as Paid, Record and the amount. Select it only when that total matches the money actually received.
Wait for Order marked as paid or Invoice marked as paid with the recorded amount. Refresh the order and check each listed invoice's payment and balance.
A draft is issued with today's issue date before its manual payment is recorded.
Mark as Paid, confirmed in either of the two windows above, does not change the order's payment method. Unlike Record Payment, it does not by itself hide the INVOICES section on the customer's order page.
Order Marked as Paid but Not Showing as Paid
If a booking you marked as paid or recorded a payment for is not showing as paid, refresh the order and open Invoices & Payments. Check each invoice's payments and balance separately:
An order with several invoices: recording a payment on one invoice does not settle the others. The order still has money due until every invoice is paid.
Mark as Paid on the whole order: Cademy handles the invoices one by one. If one fails, earlier invoices can already be settled. A success message for one invoice is not proof that all invoices were settled.
A part payment: the order shows the remaining balance until the rest is recorded.
Check every listed invoice before trying again, so you do not record the same money twice. If the outcome is still unclear, give Cademy Support the order reference, the invoice reference and any error message shown.
Learner Cannot Access Course Material Because Payment Is Pending
When an order is paid outside Cademy, its learners can be blocked from the course content until the payment is recorded. The order then shows Awaiting Payment (pending payment). While they wait, the learner sees Please Complete Payment on the course's Content page and lessons. Unless you let learners access the course before payment, they can open the content once the order's payment status is Paid or Partially Refunded. Recording the full amount with Record Payment or Mark as Paid gives the order that status. On a deposit or monthly-instalment order, access also opens once the deposit or first monthly payment has been paid.
Otherwise a part payment does not open access on its own. If the learner's access does not match these rules, contact Cademy Support and give the order number. To let learners in before they pay, see Take Bookings Paid by Bank Transfer (Manual Payment).
A payment or Paid label does not by itself prove that every registration has the intended course access. Approval, order and registration states still matter, including the learner having an active registration and access not having expired. Check learner access separately, especially after partial payments or credits. Do not record money that has not arrived merely to unlock access.
Booking Shows as Paid by Mistake, or a Payment or Refund Was Recorded in Error
If a booking shows as paid when the money has not arrived, or you recorded a payment or refund by mistake, Cademy has no action that deletes or undoes a recorded payment, a Mark as Paid or a recorded refund. Creating an order with Create Paid Order also records a manual payment.
Do not record another payment or refund to cancel out the mistake. Refund… on a payment does not reverse it: it records money going back to the customer against a credit note on the invoice, so the amount does not become due again.
Contact Cademy Support with the order and invoice references, what was recorded, its amount and date, and what the order should show instead.
Request Payment on an Invoice With a Payment Link
To ask a customer to pay online, see Send a Customer a Payment Link.
Request Part of an Invoice Balance (Custom Amount)
To ask for part of the balance with a fixed-amount link, see Send a Customer a Payment Link.
What the Customer Sees When They Open a Payment Link
The payment page and its messages are explained in Send a Customer a Payment Link.
Cancel an Open Payment Request
To stop a payment link from being used, see Send a Customer a Payment Link.
Frequently asked questions
Does Record Payment collect money from the customer?
No. It records money you have already received outside Cademy. Do not use it before confirming receipt.
Does Mark as Paid guarantee that no email will be sent?
No. Draft-issue email suppression is not a guarantee that payment-related workflows remain silent. Check the order's email history and the payment arrangement.
Can I record a payment on a draft or void invoice?
No. Record Payment works on an issued invoice with money due. For a draft, issue it first or use Mark as Paid, which issues the draft today before recording the payment.