Record a customer account payment

Use this when a customer pays you outside Naayya: in cash, on your own card terminal, by bank transfer, by cheque, or another way. The payment pays what they owe on their account first. Anything left becomes account credit they can spend at your business, so it also works when a customer pays in advance.

Your business must turn it on first, under Admin > Settings > Payments. See Record payments taken outside Naayya. Staff whose role can record payments can use it. By default that means owners, managers and receptionists, and any role that could add money to a wallet before.

1. Open Customer Details.
2. Open the customer actions menu and choose Record a payment, or select Record a payment in the Wallet tab.
3. The dialog shows what the customer owes on their account and since when, or nothing owed.
4. Enter the Amount. The dialog says how much of what is owed it pays, how much stays owed, and how much becomes account credit.
5. In Paid by, choose Cash, Own card terminal, Bank transfer, Cheque, or Other.
6. Add the Reference. A bank transfer needs one: use the reference on your bank statement, and record a transfer once the money is in your account. A member who pays by transfer writes their own payment reference, shown in the emails that ask them to pay. See Add your bank account. For other ways of paying it is optional. You can also add a Note.
7. Under Receipt, choose how the customer gets a receipt:
   • No receipt. Nothing is emailed and nothing prints.
   • Email. Send the receipt to is filled in with the customer's email address. You can type another address.
   • Print. Shown when you have a cloud receipt printer.
8. Select Record payment. With Print, the dialog then shows Payment recorded and the printer the receipt was sent to. It prints at the printer's next check-in. Select Done.

Naayya does not take the payment, and no payment fee applies. Take the money first, then record it here. Naayya never marks a bank transfer as paid on its own: your record is the confirmation. Each payment keeps who recorded it and when.

Receipt starts where this computer's POS starts: No receipt, or Print once a printer was chosen at the POS. What you choose here is for this payment only and does not change the POS. A receipt goes out only when you ask for one. The emailed receipt shows the amount paid and the customer's new wallet balance. If the payment does not cover all of what the customer owes, it says it paid part of it and shows the Amount due.

• It pays off the Amount due first, oldest charge first. Only what is left becomes account credit. For example, a payment of 50 when the customer owes 80 leaves 30 owed.
• It is not a sale. It has no VAT invoice and does not count as revenue: the VAT stays on the sales that were charged to the account. Money paid in advance is charged VAT when it is spent.
• The account credit does not expire. When the customer pays from their wallet, gift cards are used before the account credit.

A course instalment the customer's card did not pay, and a membership whose payment failed, are listed in the dialog as a note. They are collected from the customer's card, so you cannot record them here.

The payment shows in the wallet's Activity and in Admin > Payments. If the save fails, try again: the same payment is never recorded twice. If your business has not turned it on, the dialog says so and records nothing.

See Wallet and gift cards for what the customer sees, and See who owes what for every customer who owes your business.