Payment receipts

Screens: a student's profile (/students/:id), Payments card; Settings (/settings), Payment receipts section; the Confirm a payment form. Who: the owner can do everything; the instructor sees the Payments card without amounts and can only Send receipt or Resend.

Martialnote sends a receipt by email for each confirmed fee payment. No money goes through Martialnote: the receipt attests what the owner confirmed having received. A receipt is not an invoice.

Settings (owner)

In Settings, Payment receipts section:

School address (on receipts): multi-line text, printed as written on every receipt. Required: without an address no receipt is sent, neither automatic nor by hand, and no receipt number is used. A warning appears in Settings, in the Confirm a payment form ("No receipt will be sent: the school address is missing.") and in the payment's status.
Automatically send a receipt after each payment: switch, on by default.
Up to two tax registration numbers (for example GST and QST, HST or a VAT number), each with a label and a number (both filled, or both empty). They are printed at the bottom of the receipt. Martialnote calculates no tax.

What a receipt contains

RECEIPT No. YYYY-NNNN (the number, see below).
The school's name and address.
The amount paid, with 2 decimals.
Date: the receipt's issue date, that is, the day this receipt is sent (in the school's time zone).
Payment date: the date entered on the payment, the day the school received the money. It is printed right below Date. For a payment confirmed the same day, both dates are the same.
The student, and "Paid by": the parent's name when the receipt goes to a parent.
The subscription type name (for example "Adult monthly").
The payment method (the line stays empty when the method is "Not specified").
"Issued by": the school's name.
The tax numbers, if any.

The email is written in the school's language. The sender name is the school's name; a reply goes to the school's reply address or, failing that, to the owner's.

Who receives the receipt

Adult student with an email: the receipt goes to the student.
Minor student, or adult without an email who belongs to a family: the receipt goes to the first parent of the family, in the family's order, who has an email. "Paid by" then shows that parent's name.
Nobody has an email: nothing is sent and the status is "Not sent: no address" (error noRecipientAddress). The owner adds an email, then sends the receipt by hand.

A family unsubscribed from the school's group messages still receives its receipts: a receipt is not a group message.

When a receipt is sent

When a payment is confirmed: the original receipt goes out by itself if automatic sending is on and a recipient address exists. If the switch is off, nothing is sent; the owner or an instructor sends the receipt by hand.
By hand: on the student's profile, Payments card, Send receipt (or Resend if a receipt was already sent). The owner and the instructor can. Resend sends the receipt with up-to-date information (student's name, subscription type, school name and address, tax numbers, amount, payment date and method) and keeps the same number. If the amount, payment date or method differs from the last receipt sent, the resend is a corrected receipt ("Corrected receipt — replaces the receipt of …").
Payment edited (only the owner can edit): if the amount, date or method changes after a receipt was sent, a corrected receipt is sent, with the same number and the line "Corrected receipt — replaces the receipt of …". It is sent even if automatic sending is off, so nobody keeps a wrong receipt. A change to the note alone sends nothing. A payment that never had a receipt sent sends no correction.
Payment cancelled (moved to the trash) after a receipt was sent: a "Receipt No. … cancelled" notice is sent.
Payment restored from the trash: if a cancellation notice was sent, a corrected receipt is sent (same number). If no cancellation notice was sent, nothing is sent: the last receipt sent remains valid.
Student or subscription moved to the trash: nothing is sent.
Later, changing the subscription type name, the student's name or the school address resends nothing: receipts already sent stay as they were. To give a recipient the new values, use Resend.

A receipt is not sent while the school's email sending is stopped (paused or school suspended). The owner then writes to support (bonjour@martialnote.com); see the error receiptBlocked. No further detail is given. The error message says sending "is stopped" and the card status says "school sending paused": both mean the same situation.

Numbering

Numbers look like YYYY-NNNN: the calendar year, then a 4-digit counter (2026-0001, 2026-0002…). The counter is per school and restarts at 0001 every January. The number is assigned at a payment's first receipt, and that payment keeps it for life: corrected receipt, resend and cancellation all carry the same number. A blocked send, which never went out (school address missing, no recipient address, school sending stopped), uses no number. A receipt that went out and then failed to be delivered ("Sending failed") keeps its number: Resend sends it again with that same number.

The student profile's Payments card

It lists the student's 10 latest payments, each with its receipt status:

Not sent; Sent on … (the owner also sees the address it went "to"); Corrected on …; Cancelled on ….
Sending failed: the email could not go out; use Resend.
Not sent: no address (error noRecipientAddress).
Not sent: school address missing (error schoolAddressMissing).
Not sent: school sending paused (error receiptBlocked).

Owner: sees amounts, the usual payment method (only the owner changes it; it is prefilled in Confirm a payment), Send receipt or Resend, Edit and Cancel payment. Instructor: sees payments without amounts and without recipient address, and can Send receipt or Resend. They cannot edit or cancel a payment.

Payment methods

Bank transfer, Cash, Cheque, Credit card and Not specified. See the Fees article.

What Martialnote does not do

No PDF (the receipt is the body of the email), no tax calculation, no sale of items (uniforms, equipment) and no yearly summary receipt. See limites. A receipt is not an invoice.