Payments

Recording Manual & Offline Transactions

Log physical cash, bank transfers, POS card payments, and partial installments directly into the payment ledger with custom references and notes.

When to Record Payments Manually

Use manual payment recording when taking physical cash in a physical store, receiving direct bank wire transfers (EFT/RTGS), accepting POS card machine payments, or logging split installment deposits.

Step-by-Step Manual Payment Workflow

To log a payment against an order:

1. Open Order or Payment Sheet: Navigate to Dashboard -> Orders or Dashboard -> Payments and click "Record Payment".
2. Select Payment Method: Choose between "Cash", "Bank Transfer", "Manual M-Pesa", or "Card (POS)".
3. Enter Amount Paid: Enter the exact amount received. If less than the order total, the order status updates to `partially_paid`.
4. Add Reference Code & Notes: Enter the bank transfer reference or cash receipt note, then click "Confirm Payment".

Partial Payments & Outstanding Balance Tracking

The dashboard automatically calculates remaining balance due (`total - amount_paid`). Once cumulative payments equal the order total, the status advances automatically to `paid`.