Reconcile a payment when a membership is showing as unpaid

This can happen when a payment has not been automatically reconciled with the correct payment or invoice in sheepCRM.

First confirm that the payment has actually been received. Depending on how your organisation manages its finances, you may need to check your finance or accounting system, such as Xero, as well as sheepCRM.

Also consider how the payment was made. Payments processed through Stripe or GoCardless may take time to complete, so a temporary difference in payment status does not necessarily mean that action is required.

Open the member's membership record and check the Payments section. Look for the payment or invoice associated with the membership and check its current status.

You are trying to establish:

Some payments do not reconcile automatically and need to be manually reconciled. Confirm the payment against the appropriate invoice or payment record so that sheepCRM reflects the payment that has been received.

Once reconciliation is complete, check that:

Do not manually reconcile a payment simply because it is temporarily showing as unpaid. Stripe and GoCardless payments may take time to process and reconcile. Allow the normal payment process to complete before investigating further.

Check the Unpaid Active Memberships report regularly to identify memberships where payment may need attention.

If you know a member has paid but their membership continues to appear in the report, investigate whether the payment has been correctly reconciled.

If a payment is received but is not correctly reconciled:

Reconciliation ensures that the payment, invoice and membership all reflect the correct position.