Offline payments are payments collected outside the online checkout flow, such as cash or bank transfer.
Record them in Naayya so the payment list and reports include the payment method and the payment date.
When to record an offline payment#
Use this when:
- A customer pays by cash
- A customer pays by bank transfer
- A payment is collected outside online checkout
- A pending payment collected outside the online flow needs to be marked as received
- A reference number or manual note should be kept with the payment
Do not record an offline payment to duplicate an online payment that already succeeded.
Where to record it#
Use the Record action on a pending payment in Admin > Payments. The action is available for a pending payment that does not already have an online payment record.
Owners and managers can record pending payments. The Record Payment dialog warns that marking a payment as received cannot be undone.
What to include#
In Record Payment, choose an entry type. Choose Paid Outside Stripe only when the money was collected outside Naayya's online payment flow. Then add:
- Settlement method, such as Cash, Card (outside Stripe), Bank Transfer, or Other
- Reference Number, if available
- Notes that explain the source of the payment
References are especially useful for bank transfers.
VAT invoices and tax figures#
A sale your business takes itself records the item's tax the same way a card sale does. This covers cash, your own card reader, and bank transfer, whether the sale is rung up at Point of Sale, recorded under Admin > Payments, or recorded on a customer.
When your business's tax settings are set up in Admin > Settings > Tax and the item has a tax treatment:
- The sale gets a numbered VAT invoice. The customer can download it from Account > Payments.
- The sale is counted in the tax figures of the Payments report.
- A later amount correction issues a credit note. See Correct the amount taken.
Tax figures include only payments with stored tax details. Cash and manually recorded sales from before this change are not added afterwards, so the report's notice still counts them as excluded. See Invoice vs Receipt for the documents customers can see.
Correct the amount taken#
Use this when a completed sale taken outside Naayya's online payments recorded more than was actually taken, for example a cash sale recorded at 260 when the customer paid 220. Owners and managers can correct cash, card taken outside Stripe, own card reader, bank transfer, and other sales.
- Open the payment in Admin > Payments.
- In the amount taken section of the payment details, enter the Amount actually taken. It must be less than the amount currently recorded.
- Enter a Reason.
- If you handed cash back from a till, choose its sales point under Paid back from a cash drawer. This shows only for a cash sale, when your business uses sales points.
- If items came back, enter how many of each go back on the shelf under Put back in stock. This shows only for items whose stock you count, up to what the sale sold.
- Select Correct amount taken, then confirm Correct amount.
What happens:
- The original sale stays in the history with the correction, who made it, and the reason.
- Payments, the payments CSV export, reports, the POS daily report, and customer activity use the corrected amount. The CSV export also keeps the recorded amount in its own column.
- The customer is not notified.
- A pass, membership, booking or gift card bought in the sale is not cancelled or changed. Cancel a pass, membership or booking separately if the customer should no longer have it. A gift card paid for outside Stripe cannot be cancelled in Naayya.
- With no cash drawer chosen, nothing is refunded through Naayya.
- With a cash drawer chosen, the difference counts as cash paid back from that till. If a shift is open at that sales point, the correction belongs to it, the shift's Expected cash is lower by it, and the shift report shows it as Cash refunds. If the sales point requires a shift and none is open, open one first. If it does not require one and none is open, the drawer is recorded and no shift's expected cash changes.
- Items you put back in stock are added to the stock they were sold from, and each counts once: you cannot put back more than the sale sold. Putting items back is part of a correction, so the amount taken has to go down by at least one cent.
- When the sale has a VAT invoice, the correction issues a credit note for the difference.
Card payments taken through Stripe are corrected by refunding them, not here. A sale paid partly with a gift card or wallet balance cannot be corrected yet.
Check reports afterward#
After saving, check the payment status, method, reference, and date in the payment list or report. This gives you the context needed to distinguish an offline payment from online processor activity.
Do not record a payment that already succeeded online. If the product needs a course or program checkout, use that checkout flow instead of manually completing the payment.
If the payment still needs a reporting classification, see Payment Review.