Payments

In the Payments area, the team settles participation fees and tracks open items.

Visibility

Condition	Meaning	Effect
Role View and create payments	Permission for the area	The entry Payments appears in the sidebar. Without the role, the pages themselves are blocked, and so are adding and removing a payment obligation and Settle elsewhere.
App Payments	Payments are switched on for the instance (Payments)	If the app is switched off, the area does not exist. pmPayment does not unlock it.
Collect participation fees on the season	The season settles fees (Seasons); default: on	If it is off, participant lists show no payment status, the column confirmed and the action Payments are missing, and the season's registrations appear in no payment view. Registrations that were already billed and are not paid keep their charge until you reset it (Seasons).

Header area

One header applies to all views: the season, four key figures, then the views as tabs, each with its number.

Element	Meaning
Season switcher	Selects one or more seasons.
Record payment	Opens the dialog for booking a payment at the counter.
Key figure Open	Total of the open fees with the number of families. Leads to Registrations in the state Open.
Key figure Refund due	Total that goes back to account holders, with the number of registrations. Leads to Registrations in the state Refund due.
Key figure Failed	Failed payments of the last 30 days. Leads to Receipts in the state Failed.
Key figure Received	Payments received in the last 30 days. Leads to Receipts in the state Paid.
Cash report	In the menu Export of each view; in Receipts it follows their filters.
List of payments	In the menu Export of Receipts.

Views

A switcher changes between three views; each shows the number of its entries. If the app SEPA direct debit is switched on, a fourth view, Direct debit, is added.

Debtors

Element	Content
Columns	Account, Open for (offers of the open registrations, or Refund due in red), Open, Credit
Filters	With credit, With outstanding amount
Sorting	Highest debt first, Sort by last name
Search	Name or email address
Selecting a row	Opens the debtor's page in a side panel.
Row actions	Bill (only with an open amount), Create manual booking

Registrations

The key figures Open and Refund due open the matching state. Beside the search, a segment with coloured dots and a number switches between All, Open and Refund due; it replaces the former state chip.

Element	Content
Columns	Participant, Offer, Pays, Amount, Payment; the same in every state
Column Payment	open (yellow) or paid (green); for Refund due red with the reason in the tooltip (e.g. Overpaid, Paid more than once, Offer cancelled, Withdrawn, No payment obligation any more, Personal data erased)
Actions only in the state Open	Multi-select: Settle & create receipt, Send payment link, Remove payment obligation. In the state Refund due there is no actions menu ⋮; the multi-select offers Refund and reverse and Keep as credit, also for a single row.
Row menu ⋮	Contains, among others, Payments (side panel Manage payment) and Change attendance status. Both entries appear only with the role View and create participants.
Filter	Organizers
Sorting	Sort by last name, Sort by offer
Search	Participant or offer

The name under Pays opens the debtor's page, also for an account that has never paid.

Values of the reason for Refund due:

Value	Meaning
Overpaid	More was received than is owed.
Paid more than once	The same registration was paid several times.
Offer cancelled	The fee lapses, the money has already been received.
Withdrawn	The registration was withdrawn, the money has already been received.
No payment obligation any more	The payment obligation was removed, the money has already been received.
Personal data erased	The family deleted its account or had it deleted, the registration was cancelled in the process, and its fee lapsed. The participant is called “Deleted participant”; the reversal receipt goes to the address on the receipt.

Receipts

Element	Content
Columns	Receipt, Date, Pays, For (the participants, or for a reversal the receipt it reverses), Method (cash, “SEPA-Lastschrift” or the payment method that pmPayment reports, with icon), Amount, Status
States	All, Paid, New, Abandoned, Failed, Reversed; abandoned receipts appear only in the state Abandoned
Filters	Account, Payment method (cash, online, direct debit), Period (one field for the first and the last day, default Season), Amount (from, to)
Period field	Shows “05.10.2026 – 20.10.2026”, with an open end “from 05.10.2026” or “until 20.10.2026”. In the calendar, selecting a day for the first time sets the first day, selecting the next sets the last and closes the calendar. Clear resets both ends. Below are the quick picks Today, This month and Season.
Sorting	Sort by date, Sort by amount
Search	Receipt number, recipient or email address; in the global search with the prefix `€`, only with the role View and create payments
Selecting a row	Opens the receipt in a side panel.
Row actions	Reverse, Open debtor

Direct debit

The view exists only while the app SEPA direct debit is switched on, and only for admins with the role View and create payments. The number on the tab is the number of debits waiting to be handed over. The view consists of the sections Collection pending, Mandate revoked, do not collect and Mandates.

Element	Content
Note	If the app lacks the creditor identifier or the payee: “Without creditor ID and payee, no mandate is accepted.” with the link Open app
Collection pending	Below it the total: “{count} debits · {amount}”, for one debit “1 debit · {amount}”, without a debit “Nothing open · {amount}”. Without a debit it also says “No debit waits to be handed over.”
Columns	Account holder, IBAN (the hint only, e.g. `DE•• … 30 00`), Mandate reference (opens the mandate), Given, Due, Receipt (opens the receipt), Amount
Download list	Downloads the list for the treasury as the CSV file `lastschriften-{date}.csv`. Downloading hands nothing over.
Mark as handed over	Marks exactly the debits that the view showed when it was opened as handed over. Message: “{count} debits marked as handed over.”, for one “1 debit marked as handed over.” A debit that arrived afterwards stays pending.
Both buttons	Appear only while a debit is pending.
Mandate revoked, do not collect	Debits whose mandate was revoked before the hand-over. Each row shows Account holder, the receipt, “revoked on {date}” and the amount. They are missing from the CSV file, and Mark as handed over does not include them.
Mandates	Columns Account holder (opens the mandate), IBAN, Mandate reference, Valid for (“Until revoked” or the season), Given, State (Valid, Revoked, Expired). Without a mandate: “No family has given a mandate yet.”

Mandate

The mandate opens in a side panel from the column Mandate reference or Account holder.

Element	Content
Header	“SEPA direct debit mandate”, account holder and mandate reference
State	Valid, Revoked or Expired. For Revoked, the date and the name of whoever recorded the revocation follow.
Valid for	“Until revoked” or the season the mandate was given for
IBAN, BIC · Bank	IBAN as a hint only; BIC and bank, where given
Given, Given by	Date and time; name and email address of the person who gave the mandate
Payee	Name and creditor identifier at the time the mandate was given
Last used	Date of the last debit. As long as the mandate is not revoked, “expires unused on {date}” follows. A mandate expires 36 months after its last use, without use 36 months after it was given.
Mandate as PDF	Opens the PDF of the mandate with the full IBAN.
Record revocation	Only for a mandate that is not revoked. Confirmation prompt: “Record the revocation? Nothing will be collected under the mandate any more.” Message: “Revocation of {reference} recorded.” Debits that were already handed over must be stopped by the treasury itself.
Wording	The text under which the family gave the mandate
Receipts	For each receipt the number, “Due {date}”, “Collection pending” or “handed over on {date}”, and the amount. Without a receipt: “Nothing has been collected under this mandate yet.”

List for the treasury

The CSV file contains the debits from Collection pending, one row per receipt. It is separated by semicolons, has the decimal comma and is UTF-8 with BOM. Cells that a spreadsheet would read as a formula are written as text.

Column	Content
Kontoinhaber	Name of the account holder
IBAN, BIC	IBAN in full; BIC, where given
Mandatsreferenz, Mandatsdatum	Reference and date the mandate was given
Sequenz	`OOFF` for a mandate for one season. For a mandate until revoked `FRST` for the first debit, `RCUR` afterwards.
Fälligkeit	The day that the receipt names as the day of the debit
Betrag	Amount with the decimal comma
Belegnummer, Verwendungszweck	Number of the receipt; “Beleg {number}”, for a mandate for one season with the name of the season; at most 140 characters
Gläubiger-ID	Creditor identifier of the mandate

Receipt of a direct debit: instead of “Betrag dankend erhalten”, the PDF carries the pre-notification “Einzug per SEPA-Lastschrift am {date}” with the account as a hint, the mandate reference and the creditor ID. The history of the receipt names “By direct debit, {amount}”. A receipt paid by direct debit does not count as a cash receipt and cannot be changed with Adjust afterwards.

Receipt status

Status	Meaning	Effect
new	Receipt created, payment open	The receipt has no number yet (“no number”). The PDF is called Invoice. The family can pay through the payment link. 30 days after creation, the daily run sets the receipt to abandoned. Exception: if the family has started an online payment, the receipt stays new until pmPayment confirms or rejects the payment.
paid	Payment received, in cash, online or by direct debit	The receipt gets its number: prefix plus a running number. Prefix: Settings > Payments > Receipt number prefix. A receipt that the family pays with a mandate is paid at once; the debit waits for the hand-over under Direct debit.
failed	Online payment failed	–
abandoned	30 days without payment	Items and amount are kept; the registrations stay unpaid and remain under Open. The payment link no longer starts a payment. Appears only in the state Abandoned.
reversed / partly reversed	Display for a reversal receipt and for the reversed original receipt	Not a status of its own: A reversal is a receipt of its own with a negative total. The receipt page shows the chain of reversals.

Receipt page

Location: row in the list Receipts or a link to a receipt; opens in a side panel with Open as page, or as a page of its own.

Element	Content
Header	Amount (red for a reversal) with status, below it number, date and time, payment method. Beside it only the action that matters now: Remind for an unpaid receipt, otherwise the PDF.
Actions menu ⋮	Reverse (paid receipt that is not itself a reversal), Adjust afterwards (paid cash receipt without a reversal); greyed out with the reason if it does not apply. If a global admin reads the contact details of the receipt masked, fepli answers both actions with “403”. Copy payment link as long as the receipt is unpaid.
Line items	Offer and regular fee per registration; below it, for each reduction a row “Reduction · {name}” with the deduction per offer; credit as a deduction. For a new receipt the total is called To pay.
Download	In the header the PDF of the receipt; for unpaid receipts Invoice
Payment	Under Payment method for an online payment: transaction ID and pmPayment status; the system updates the status daily and on every response from the provider. With it stands “Earlier payment attempts” with “{transaction ID} · {status}” for each transaction that a later payment attempt has replaced; the entry appears only if there are such transactions. A replaced transaction still pays the receipt, and its failure does not make the receipt fail. Recorded by names who created the receipt. For unpaid receipts the note Not paid yet, after an online payment was started with “Online payment started. The receipt stays open until it is confirmed.”
Remind	Sends the receipt with the payment link again to the address it was last sent to. If it was never sent, it goes to the address of the receipt. Message: “Payment link sent to {email}.” After that the button is called Remind again. If a global admin reads the contact details of the receipt masked, fepli answers with “403”.
Copy payment link	Puts the payment link on the clipboard; the button briefly shows “Copied”.
Dispatch	In the note Not paid yet “Link sent {date} to {email}.” or “No payment link has been sent yet.”; under History “Payment link sent to {email}”.

Debtor

A debtor's page shows the payment account of a participant account; it opens in a side panel with Open as page or as a page of its own.

Element	Content
Key figures	Balance (“owes {amount}”, “{amount} credit”, “gets {amount} back” or “settled”; a negative balance means: the account holder owes money), Open items, Last payment
Header actions	Correct booking, “Settle {amount}”; settling opens in the same side panel
Open items	Registrations with an open fee, selectable; Apply credit
Account statement	Columns Date, Transaction, Amount, Credit. Transactions: payment (cash, online or direct debit), reversal, Credit applied, Reversal as credit, Credit or Charge (manual). For a booking with a template, the abbreviation of the template precedes the transaction, followed by offer and first name of the registration. Foot: Credit today, Open items, Refund due, Balance today.
Manual booking	Form above the account statement, see Manual booking
Right column	Contact details, Receipts (the 3 newest, then “View all {count} receipts”)

Manual booking

Access: Manual booking above the account statement or Correct booking in the header of the page.

Field	Meaning	Values	Default	Effect
Template	Preset from the booking templates	Free and every active template	Free	Appears only if there are templates. Sets direction, Posting text and the checkbox for the payment link.
Amount	Amount of the booking	not 0	empty	With Free: plus credits money to the account, minus bills money. With a template its direction applies, the sign does not matter.
For	Registration the booking is for	open registrations of the account, whole family	whole family; with a credit template the first open registration	Only for open registrations. With a credit template, fepli suggests the registration's payment obligation as Amount.
Provider	Provider named by the posting text	from the template	the first	Only for a template with several providers.
Posting text	Reason	Text	from the template	Required; appears in the account statement. Once it has been changed by hand, it no longer follows template and For.
Request the rest of {amount} by payment link	Remainder of the payment obligation after the booking	on, off	off, with a template as set there	Only for a positive amount, a remaining balance, a configured online payment and an email address on the account: “Goes to {email}.” If the option is turned on, fepli creates a receipt for all open items less credit, as far as other open receipts do not hold it, and sends it with the payment link.

Element	Content
With a template	“Payment obligation afterwards: {amount} instead of {amount}”; button Book credit (direction credit) or Book
Without a template	“Plus credits, minus charges. New balance: {amount}”; button Book
Errors	“Please enter an amount other than 0.”, “Please enter a posting text.”

Side panel “Record payment”

The side panel creates a family's receipt: paid in cash at the counter or open with a payment link. If it is opened through a selection of registrations, it is called Bill registrations (“Paid at the counter or open with a payment link.”), and What for is called Line items.

Access	Label
Header area	Record payment
Registrations, state Open, multi-select	Settle & create receipt
Registrations, row	Settle amount
Debtors, row	Bill
Debtor's page	“Settle {amount}”
Registrations of a participant, multi-select	settle
Page Manage payment	Settle now

Field	Meaning	Values	Default	Effect
Search	Only when opened through Record payment: account, participant or email address	At least 2 letters	–	Nobody listed? leads to Create new debtor.
Who pays	Account the booking goes to	one account	from the selection	If the selection belongs to several accounts, one receipt per account is created in turn.
Billing address	Address on the receipt	Address	from account or participant	If it is missing, missing appears; it can be saved with Save to the account or Save to the participant.
Reduction	The children's reductions	per child “{child} · {name}” with Number, “valid until” and, as long as it is not confirmed, Evidence submitted or Rejected	–	For viewing only. Appears when the children have reductions (Participants: Evidence and status).
What for	Open items	per item a checkbox and an amount	all selected; amount is the payment obligation	At most the regular fee. “Click an amount to reduce it”.
Reason	Why an amount is below the regular fee	Regular, every reduction with Can be chosen per position when billing, “Other”, for cash and account Part payment · rest stays open	Regular; if a reduction is already on the registration, that one	A reduction sets the amount; it stays editable. Regular sets the full fee. A smaller amount without a reason counts as a part payment for cash with an account, otherwise as “Other”.
Note	Why the amount is reduced	Text	empty	Required for “Other” (“Reason for the reduction”, appears on the receipt) and for a reduction with Amount typed (“Note saying why”, internal only). If it is missing: “Say why “{offer}” is reduced.”
Apply credit	Deduct existing credit	Amount up to the total	–	Reduces To pay. The credit applied is the credit less what open receipts already hold. fepli books the credit off only when the receipt is paid. The amount can therefore be lower than the value Credit today.
Total	Regular, for each reduction “Reduction · {name}”, then To pay (cash) or Receipt for (payment link)	–	–	The rows Regular and reduction appear only if a reduction applies.
How is it paid	Cash at the counter or open with a payment link	Payment link (only with a configured online payment), Cash	Payment link for Bill registrations if an email address is on file; otherwise Cash	–
Send link to	Recipient of the payment link	Email address	Address of the account	Only for Payment link.
Received / Change	Change calculator	Amount	–	Only for Cash. Is not booked.

Button	Effect
“Book {amount} & print receipt”	Books the receipt as paid, opens it for printing and sends the email Receipt created if an email address is on file.
Book only, no receipt	Books the receipt as paid with a number, without printing and without an email.
Book without address	Books although the billing address is missing.
Create receipt & send link	Only for Payment link. Creates a new receipt and sends it immediately with the template Payment reminder and the payment link to Send link to. Message “Receipt created”, below it “Receipt for {amount}. Payment link sent to {email}.”
Create receipt only, link later	Only for Payment link. Creates a new receipt without an email. Message “Receipt for {amount}. Send the payment link from the receipt with “Remind”.”

With Cash the receipt is paid; the confirmation reads “Receipt {number} booked”. With Payment link it stays new until the family pays; if the credit covers everything, the dialog reports “The credit covers the receipt. Choose Cash to settle it.”

Reason	Effect
Reduction or “Other”	Lowers the registration's payment obligation permanently, even if the receipt lapses later. The receipt shows the regular fee and the reduction as a row of its own.
Part payment · rest stays open	The rest stays on the account as the charge “Rest {offer} ({first name})”.
Regular for a registration with a reduction	The registration owes the regular fee again. A reduction of the participant then no longer applies to it either.

Dialog “Reverse payment”

Access: actions menu ⋮ > Reverse on the receipt page, Reverse in the row of a receipt, on the page Manage payment or through Refund and reverse.

Field	Meaning	Values	Default	Effect
Which receipt items should be reversed?	Items of the receipt	per item	–	Only selected items are reversed.
Reverse a partial amount	Reverse only a part	Unit % or EUR	off	For % the value is the percentage that is retained. For EUR it is the amount that is reversed.
Pay out the amount / Transfer to credit balance	Where the money goes	one of the two	Pay out the amount	Paying out books the money out of the till; the transfer happens outside fepli. Credit is offset against the next receipt. The choice appears only if the receipt belongs to a debtor.
Mark registrations as “unpaid”	Fee open again	on, off	on; off for Overpaid or Paid more than once	The registration appears under Open again.
Set registrations to “withdrawn”	Withdraw at the same time	on, off	off	Sets the status withdrawn; the waiting list is re-sorted.

The reversal creates a reversal receipt with a number of its own and sends the email Receipt created.

Side panel “Adjust receipt”

Access: actions menu ⋮ > Adjust afterwards on the page of a paid cash receipt without a reversal. The side panel reverses the original receipt and creates a corrected one.

Field	Meaning	Default	Effect
Line items	Amounts and items	from the original	At least one item must remain.
Billing address, Email address	Details on the new receipt	from the original	–
Cash payment	The new receipt is paid in cash	–	Without this option the new receipt stays new.
Notify recipient	Send the new receipt by email	–	fepli sends no email for the reversal of the original.

Dialog “New manual booking”

Access: Create manual booking in a debtor's row.

Field	Meaning	Values	Effect
Booking value	Amount	not 0	Plus credits money to the account, minus charges it.
Posting text	Reason	Required	Appears in the account statement.

Access: Registrations, state Open, multi-select, Send payment link.

Rule	Effect
Per account	One email and one receipt for all selected registrations; credit is deducted, as far as it does not lie on other open receipts.
Account without an email address	Is left out; Print invoice instead (creates an unpaid receipt as a PDF).
Covered by credit	Is left out; Settle & create receipt instead.
Dispatch	Open draft leads to the newsletter with the template Payment reminder. Items, amount and the button “Pay now” appear below the text.
Validity	The payment link is valid for 30 days. After that the receipt is abandoned, and the registrations stay under Open.
Prerequisite	Online payment is configured; otherwise the payment link cannot be sent.

Page “Manage payment”

Access: action Payments on a registration or the value of the column confirmed in the participant list. The page opens only with the role View and create participants. The payment status is then visible to everyone; the actions and the links to receipts appear only with the role View and create payments. Without it, the receipt number has no link.

Element	Content
Registration	Participant and offer
Payment status	paid, unpaid, unconfirmed (the registration is still in a batch) or no payment obligation; plus the fee
Actions	Settle now, Remove payment obligation, Reverse, Add payment obligation (only without a payment obligation and outside a batch)
Related receipts	List of receipts or “No receipts yet.”

Payment obligation

Event	Effect on the payment obligation
Committed confirmation for an offer with a fee	Arises, unless the offer has Do not bill online.
Registration becomes an item of a cash receipt	Arises.
Withdrawal within 30 minutes of the confirmation	Lapses.
Withdrawal before the period Free of charge until before the start	Lapses. If the period is empty or the offer has no date, it always lapses.
Reject, Put on the waiting list, Reset, Not fulfilled	Lapses.
Offer cancelled	Lapses for all registrations of the offer.
Erasure of an account or participant	For registrations for upcoming offers as for a withdrawal by the family: It lapses within 30 minutes of the confirmation. It also lapses before the period Free of charge until before the start, unless Not after the registration deadline blocks the withdrawal. Otherwise it stays.
Offer restored	Comes back if cancelling the offer made it lapse. It does not come back for registrations whose payment obligation the team had removed before, for registrations in a batch, for families who have withdrawn in the meantime, and for offers without a fee or without online settlement. For older cancellations that fepli did not record, no payment obligation arises; it can be set with Add payment obligation.
Remove payment obligation	Lapses; the registration disappears from Open.
Add payment obligation	Arises.
Reduction when settling (Side panel “Record payment”)	Drops permanently by the reduction. This reduction takes precedence over a reduction of the participant.
Reduction on the participant (Participants)	Drops for every unpaid registration of the participant as long as valid until has not passed. If there are several reductions, the highest applies. This applies only if the regular fee lies between Minimum fee and Maximum fee. A reduction stated by the family counts only once the team has confirmed it (Participants: Evidence and status).
Registration paid	Stays what the receipt settled. A reduction that is added or expires later changes nothing.
Registration with an option that has a surcharge	Rises by the surcharge (Surcharge of an option).

Surcharge of an option

A question of the type Choice can set a Surcharge for each option (Offer form, Seasons). It applies to questions of the offer and of the season.

Rule	Content
Fee of the registration	The regular fee of the offer plus the surcharges of the options chosen. Options without a surcharge change nothing.
Reduction of the participant	Is taken off the offer’s fee only, never off the surcharge. Minimum fee and Maximum fee also look only at the offer’s fee.
When it is billed	Only for offers with a fee. A surcharge on an offer without a fee does not become a payment obligation.
Matching	fepli matches the surcharge to the answer by the option’s label and reads it from the current question. A renamed or changed option affects unpaid registrations.
Receipt as PDF	Below the offer, each surcharge appears as “inkl. {question}: {option} ({amount})”, e.g. “inkl. Mittagessen: vegetarisch (40,00 €)”. The amount is part of the fee of the line.
Receipt page	Below the offer, in grey, “incl. {question}: {option} ({amount})”, for a position with an amount above 0.
New registration	The team selects the option like the family, one button per option, with “+{amount}” if it has a surcharge (Registrations).

Cash report and export

You reach the outputs through Export in the header of the respective view. In Receipts the menu lists the table formats, then List of payments, then Cash report.

Output	Content	Filter
List of payments (PDF, `zahlungen.pdf`)	Header: total and “{count} Zahlungen · davon {count} bezahlt”, with a date filter set the reporting period. Per row: running number, receipt number with date, billing address in one line with email address, status, amount. Status: “bezahlt”, “offen”, “storniert”, “fehlgeschlagen”, “Storno”. Abandoned and failed payments are struck through and not in the total; a reversal receipt appears with a negative amount.	Follows state, search and filters of the receipts, not the season. Without a sorting of its own, the oldest receipt comes first. The date filter gives the reporting period.
Cash report (PDF)	Header with total and “aus {count} Belegen”, beside it the details Reporting period, Search and “paid receipts only”. Table Zahlungsart · Belege · Anteil · Summe with a total row; only paid receipts, reversal receipts included.	Follows the filters of the receipts, not the season and not the state.
Excel (`zahlungen.xlsx`)	Booking date, Billing address, Email, Receipt number, Status, Total, User	Follows state, search and filters, not the season.

Payment methods in the cash report: cash, “SEPA-Lastschrift” for receipts paid with a mandate, and the payment methods that pmPayment reports, e.g. PayPal, credit card, SEPA direct debit, bank transfer; otherwise “Online payment”.

Payment by families

Way	Procedure
Payment link	The page asks for a missing billing address and redirects to pmPayment. Afterwards it shows “Payment successful!” or “Payment failed”. For an abandoned receipt it shows “This payment link is unfortunately no longer valid. …” and starts no payment.
My registrations on the website (only with pmPayment)	Pay participation fees: check the billing address, check the entries, pay. All open fees go into one payment; with Offers selectable for payment the family selects the offers beforehand (Settings). As long as it has selected none, “Continue to payment” stays disabled: “Select at least one offer.” The family chooses the payment method at pmPayment; the website names none. If credit covers everything, the button is called “Confirm participation now”.
Direct debit (only with the app SEPA direct debit)	On the payment page the family gives a mandate and pays with it (Payment by families). The receipt is paid at once. Payment reminders and the view Registrations in the state Open therefore do not include this family.
After the payment	For every paid receipt the family receives the email Receipt created with the receipt as a PDF.