How do I mark an invoice as paid by check or cash?

If a parent pays you by check or cash (or any method outside of Curacubby), you will need to mark the invoice as paid in Curacubby.

There are two ways to record cash and check payments in Curacubby: by using the "Pay" button or by recording and applying a credit. 


  • Use the "Pay" button if the parent's payment is exactly equal to the invoice total (i.e. the amount due on the invoice is $15.75 and the parent pays you $15.75). 
  • Use the Record and Apply Credit method if the parent pays you an amount that is different than the invoice total (they over-or underpay; the amount due on the invoice is $150 and the parent pays you $125 or pays you $160). It is important that you use this method for under- or overpayments so that your accounting reports show the accurate amount received. 

To mark the invoice as paid using the "Pay" button: 

  1. Click "Invoices" on the left sidebar, and find the invoice you need to mark as paid. 
  2. Hover over the settings gear then click “Pay" (dollar sign icon).  
  3. Click the "Payment method“ to select the payment method. 
  4. Click "Date Paid” to enter the check paid date (if the invoice has a late fee and you backdate the 'Date Paid’ to before the late fee was applied, the late fee will be removed). 
  5. Enter the check number and click “Confirm.”  The invoice status will change to "Paid."

Here's an interactive tutorial

https://www.iorad.com/player/31028/Manually-mark-an-invoice-as-paid-with-check-or-cash

To cancel a check payment:

If you marked the wrong invoice as paid by check/cash, you can follow the steps below to cancel the payment. (Note: you can only cancel check payments on invoices marked as paid by the "Pay" button. You cannot cancel a recorded credit). 

  1. Click “Invoices" on the left side bar and find the invoice whose payment you need to cancel. 
  2. Hover over the settings gear, and click “Cancel Payment" (the "X" icon). 
  3. [Optional] Enter the reason for canceling the payment.  
  4. Click “Yes" to confirm. The invoice status will change to "Unpaid." 

Here's an interactive tutorial

https://www.iorad.com/player/130432/Cancel-Check-Payment



To record and apply a credit:

When a parent makes a payment that is for a different amount than what the invoice is for, you will need to record it as a credit to the parent's account. Once the credit has been recorded, you can apply it to the invoice. 

  1. Click "Invoices" on the left side bar, then click "Record Credit" in the upper left-hand corner (you can also record a credit from an individual parent's "Invoices" page). 
  2. Select a payment or credit type and enter in the payment details (amount, check number or reference number, etc). 
  3. Select the student(s) to which the credit should be recorded. Note: Credits are shared within a family. If you have a credit that will be applied to multiple siblings of the same family, you only need to select one sibling to which to apply the credit (you will be able to apply that credit to other siblings in the same family). 
  4. Find the unpaid, queued, or saved invoice to which the credit should be applied.
  5. Hover over the gear icon on the unpaid, queued, or saved invoice and click "Edit" (pencil icon).
  6. Click the "Apply available parent balance to pay down invoice" checkbox in the bottom left corner of the invoice
  7. Click "Save." If the available credit was greater than the invoice total, then the invoice will be marked as paid and the parent will have available credit left on their account to be applied to a future invoice. If the available credit was less than the invoice total, then the invoice will still be unpaid, and the invoice balance due will reflect the applied credit. 

Here's an interactive tutorial

https://www.iorad.com/player/37302/How-To-Record-a-Credit-and-Then-Apply-the-Credit



To mark a failed invoice as paid by check or cash: 

If a parent pays an invoice that is in the failed status by cash or check, you will need to record a credit and apply the credit to the failed invoice, following the steps for "To record and apply a credit" above. After you click the "Apply available parent balance to pay down invoice" checkbox, click "Save and Send" on the invoice (if the amount due on the invoice is $0, then no notification email will be issued to the parent).