Recording Payments on Invoices

My Food Program has the ability for providers or centers to track invoices sent to parent/guardians or county agencies for subsidized child care and the payments made on those invoices. The system is for tracking purposes only. There is no integrated system for sending or receiving payments.

To record a payment on an invoice:

  • Click on “Participants & Households” on the main dashboard.
  • Select the name of the Parent/Guardian.
  • Click on the blue “Add Payment” button to the right of the invoice.
  • Scroll to the bottom of the page and complete the “Payment” fields as follows:
    • Payment Method (required): select how payment was received.
    • Payment Date (required): the date the payment was received
    • Notes: for your recordkeeping.
    • Amount (required): the amount of the payment. The amount of the payment can be either less than or more than the invoice. If the payment amount exceeds the invoiced amount (i.e. if the parent over-pays), the invoice summary shows a negative balance which can then be manually added as a discount on the next invoice to that parent.
  • Click the green “Update” button.
  • The payment is now linked to the invoice. The invoice cannot be deleted after a payment has been received.

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