📝 Overview
This article explains how staff can process payments directly from the admin side of the software. Whether accepting cash, check, credit card, or split payments, or creating open invoices with no payment taken at checkout, this guide covers every scenario and best practice for recording payments accurately.
Using the steps below, staff can ensure that payments are properly applied to customer accounts, invoices are issued, and transactions are fully reconciled at the end of the day.
📍 Where to Accept a Payment
Click the arrow to learn where to access the checkout screen
Click the arrow to learn where to access the checkout screen
Once the shopping cart has been filled with the desired items, click the Checkout button within the cart.
This opens the Checkout screen, also called the Payment screen, where payment options appear.
You’ll see tabs for each payment type: Card, Cash, Check, and Gift Card.
Select the tab that matches the payment type you’re processing.
💳 Accepting a Credit Card Payment
Use this option when a customer is paying by credit or debit card during checkout.
Click the arrow to learn how to accept a credit card payment
Click the arrow to learn how to accept a credit card payment
📣 Want to split the payment?
You can accept more than one payment type at the same time (for example, part cash and part credit card).
From the Checkout screen, select the Card tab.
If your organization uses an integrated card terminal, the total amount due automatically appears on the reader.
Have the customer insert, swipe, or tap their card to complete the transaction.
If you are entering card information manually (no card reader), fill in the Card Number, Expiration Date, and CVV fields.
Use the Terminal dropdown to select which terminal to process the payment through.
This option appears when multiple terminals are available within your company’s setup.
Review the Send receipt checkbox. Leave it checked to email a receipt or uncheck if the customer does not need one.
(Optional) To save the card for future use, check the box labeled Save card on file.
Click Process Checkout to complete the payment and record the transaction.
💵 Accepting a Cash Payment
Use this option when a customer is paying with cash during checkout.
Click the arrow to learn how to accept a cash payment
Click the arrow to learn how to accept a cash payment
From the Checkout screen, select the Cash tab.
The Cash Received field automatically fills with the total amount due.
If the customer pays less than the total, the software creates an open balance for the remaining amount.
If the customer pays more than the total, a credit is added to their account.
Review the Send receipt checkbox. Leave it checked to email a receipt or uncheck it if the customer does not need one.
(Optional) Enter a note in the Add Note field for internal records or customer reference.
Click Process Checkout to complete the transaction and record the payment.
🧾 Accepting a Check Payment
Use this option when a customer pays by check during checkout.
Click the arrow to learn how to accept a check payment
Click the arrow to learn how to accept a check payment
From the Checkout screen, select the Check tab.
In the Check Type dropdown, choose the type of check being used:
Regular Check (default) — used when receiving a standard payment.
Refund Check — used when issuing a refund to the customer.
NSF Check — used to record a returned or non-sufficient funds check.
Enter the Check Number in the field provided.
Confirm that the Check Amount matches the balance due.
(Optional) If the check covers only part of the total, adjust the amount and apply the remaining balance as needed.
Review the Send receipt checkbox to email or skip sending a receipt.
Add a note if you need to record internal details, such as who submitted the check or the bank name.
Click Process Checkout to complete the transaction and record the check payment.
🎁 Accepting a Gift Card Payment
Use this option when a customer wants to apply a gift card toward their total during checkout.
Click the arrow to learn how to accept a gift card payment
Click the arrow to learn how to accept a gift card payment
📣 Need more details on gift cards?
Learn how to create, sell, and manage gift cards in the full article below:
From the Checkout screen, select the Gift Card tab.
Enter or scan the Gift Card Number in the field provided.
The available balance automatically applies toward the total amount due.
If the gift card does not cover the full balance, select another payment type (such as card, cash, or check) to complete the remaining amount.
Click Process Checkout to finish the transaction.
💱 Accepting a Split Tender Payment
Use this option when a customer wants to pay with more than one payment type during checkout.
Click the arrow to learn how to accept a split tender payment
Click the arrow to learn how to accept a split tender payment
⚠️ The split tender option is not available on the customer portal. It is only available through the Admin side.
From the Checkout screen, select the Split Tender tab.
Choose the first Payment Type from the dropdown (for example, Card, Cash, or Check).
Enter the Amount to apply for that payment type.
Click Add Payment to include the first payment method in the list.
Repeat the steps above to add the next payment type and amount.
Review the total to make sure all payment types equal the full balance due.
(Optional) Add a note to record which payment types or amounts were used.
Click Process Checkout to finalize and record all payments.
💡 Example:
A customer owes $100. You can apply $60 by credit card and $40 by cash in one transaction.
📄 Creating an Open Invoice (No Payment)
Use this option when you need to record a transaction but are not taking payment right away. This creates an open (unpaid) invoice that can be paid later.
⚠️ A customer profile must be attached to the cart before creating an open invoice.
🧾 Method 1: Using the Invoice Button
Click the arrow to learn how to create an open invoice directly from the cart
Click the arrow to learn how to create an open invoice directly from the cart
Once the shopping cart has been filled with the desired items, confirm the correct Customer Profile is attached.
Click the Invoice button located at the bottom of the cart.
A Success screen will appear once the invoice is created.
If you made a mistake, click Undo on this screen to cancel the invoice immediately.
The open invoice will now appear under the customer’s profile and in the Invoices section of the software.
💵 Method 2: Using Checkout (No Payment)
Click the arrow to learn how to create an open invoice through checkout
Click the arrow to learn how to create an open invoice through checkout
After adding all items to the cart, click the Checkout button.
On the Checkout screen, select the Cash tab.
In the Cash Received field, enter 0 to indicate that no payment is being taken.
Review the Amount Due to confirm that the full balance remains open.
Click Process Checkout to complete the transaction.
The system creates an open invoice showing the unpaid balance.
The invoice will appear in both the customer’s profile and the Invoices page under Unpaid status.
💰 Paying an Open Invoice Later
Use this option to collect payment for an invoice that was created previously but left unpaid.
Click the arrow to learn how to pay an open invoice
Click the arrow to learn how to pay an open invoice
Search for the customer by name to open their Customer Profile.
From the profile, you can either:
Click the Invoices tab to view all invoices, or
Click Make Payment under the balance total to view only open invoices.
Locate the invoice you want to pay. You can check the Balance column to see which invoices still have an amount due.
From the open invoice listing, enter in the amount to pay.
You can click the Invoice Number to open the invoice details.
Otherwise, click Make Payment to open the Shopping Cart.
Click Checkout to proceed.
Choose the payment type (Card, Cash, Check, Gift Card, or Split Tender) and enter the amount being paid.
Click Process Checkout to record the payment and update the invoice status from Unpaid to Paid.
📍 Location-specific payments:
If a payment is collected at a different location than where the invoice was created, the system automatically records the payment under the collection location for accurate reporting and cash-till reconciliation.
If your organization only has a single location, this does not affect your setup.
💡 Pro Tips
⚠️ Double-check customer profiles before processing payment to ensure invoices are properly linked.
🧠 Add internal notes for special transactions, such as partial payments or non-standard payment methods.
💬 Review the receipt settings each time to avoid sending unnecessary email receipts.
⛔️ Avoid duplicate invoices by confirming no existing open invoice exists before creating a new one.
📌 Reconcile daily to verify that payments match drawer totals and reporting summaries.
Review the reports available in the Financial Reports article to confirm all payments are accounted for.
❓ Frequently Asked Questions (FAQs)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I apply more than one payment type during checkout?
Click the arrow to see the answer
Click the arrow to see the answer
Yes, use the Split Tender option to combine multiple payment types in one transaction.
What happens if I enter less than the full amount for cash or check?
Click the arrow to see the answer
Click the arrow to see the answer
The software will create an open balance that can be paid later as an open invoice.
Does the software automatically email receipts?
Click the arrow to see the answer
Click the arrow to see the answer
Yes, by default the Send receipt box is checked. You can uncheck it before processing.
What happens if a payment is made at a different location from where the invoice was created?
Click the arrow to see the answer
Click the arrow to see the answer
The system records the payment under the collection location for accurate reporting and reconciliation.