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      Offline Payments

      There is no limit to the number or type of payments that can be applied to an order. ePayTrak provides many ways a merchant can apply a payment to an order. The information collected and displayed is different between a credit card transaction and an offline payment method. Offline payment methods refer to you placing the transaction for the customer as an admin.

      An offline payment is how you accept other types payments. Some examples of offline payment methods are:

      • Purchase Order.

      • Receiving a check in the Mail.

      • Cash payment.

      • Credit card terminal (when processing of credit cards is done outside of ePayTrak but you wish to keep accurate inventory).

      • Comp Payment.

      ePayTrak has built-in support for the offline payment methods shown above. You can add as many custom payment methods as you like through the Configure > Payment Methods page. You will need to contact ePayTrak support personnel to add a new Payment Method.

      To Record an Offline Payment:

      1. First, you will need to create a new order. (As noted on that page, if you are going to make an offline payment, you will need click Place Order and then select the Defer Payment button, except for the Cash, Internal Comp and Check payment buttons.) See instructions below for those payment buttons.

      2. Within that Order, from the Payments page, click the ADD A NEW PAYMENT button located at the bottom of the page.

      3. Select the option 'Record Payment'.

      4. Choose an option from the "Payment Method" selections. The only options that will appear here are the payment methods that you have already setup when configuring the store.

      NOTE:  You may also see payment methods for credit cards. This is not to be confused with the Process Payment with a credit card option. If you have a credit card terminal, or process your credit cards outside of ePayTrak, you can still record the credit card payment to the order, keeping proper inventory levels.  

       

      1. Enter a Reference Number.  This could be a check number, purchase order number, or any cross-reference to the payment.

      2. Edit the Amount if needed.  The amount due is automatically shown in the order payment lines and the amount window near the top.

      3. There are only two statuses available when you choose a non-credit card payment to record.  These are Unprocessed and Completed.

        • Unprocessed: Use this status when the payment has not yet been received. This will show a balance due for the order.

        • Completed: Use this status when the payment has been received and you want to apply it to the balance due.  It is important to complete this step when entering payment, or reports will not be accurate.

      1. If you have chosen to record a credit card payment, you will have the typical credit card statuses available.  Depending on the status chosen, the payment will be recorded and balance adjusted if necessary.

      1. If desired, enter a Status Note.  This is for internal use only.

      2. Click the SAVE button to record the payment. You will see the following on the Payments page.

      3. If the payment recorded is pending or the status shows UNPROCESSED, make sure to update the "Tasks" option and 'Mark as Received' when the payment is received. Recording a payment so the status indicates COMPLETED will show the correct balance due for the order. (You will only see UNPROCESSED when the payment wasn't complete.)

      NOTE: The transaction history will only be updated for credit card and gift certificate payments.

      To Change the Payment Status:

      REQUIREMENTS: This section applies to recorded offline payments and if the order hasn't been completely paid.  

      1. From the Payments page, find the "Tasks" option list for the payment you want to change.  

      2. Click on the down-arrow and choose 'Edit Payment' from the list of task options available.  

      3. Click the GO icon to initiate the task.

      4. The next page will allow you change the payment status to one of the following:

        • Unprocessed: Use this status when the payment has not yet been received. This will show a balance due for the order.

        • Completed: Use this status when the payment has been received and you want to apply it to the balance due.

      5. Select one and click the SAVE button.

      To Delete a Payment:

      1. From the Payments page, find the "Tasks" option list for the payment you want to delete.

      2. Click on the down-arrow and choose 'Delete Payment' from the list of task options available. (Do not delete credit card payments.)

      3. Click the GO icon to initiate the task.

      4. A browser warning prompt will appear for confirmation. If you want to delete the payment, then click OK.

      NOTE: Remember, this step is for offline payments only. For example, if the customer were to issue a check that was returned for insufficient funds, you want to delete the payment.

      Using Credit Card, Internal Comp and Cash Buttons to Simplify the Process.

      You can also place an order on the Admin side and utilize the Cash Payment, Internal Comp or Check Payment buttons to simplify the process. Special considerations must be made for other types of transactions such as a Special Discount. In that case, then you'll need to click the Place Order button and add a payment after.

      Instead of clicking the Place Order button to defer the payment, you can now make the payment from the screen below for Cash, Check or Internal Comps.

      Those buttons can save you multiple steps and time when processing an offline payment. You can also place an order for a customer using our new simpler functionality under Manage > ePOS. This is helpful especially if there is no user account and customer submits check or cash for payment at the school location.