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How to Record Offline Payments
Updated over a week ago

You must have "Full Access - Financials" permissions to record payments.

To allow offline payment options for members, you can create special payment terms or discount codes.

Payment Terms

To allow offline payment options with the payment terms method, set up payment terms with $0 due upfront, then mark the sale as paid "Offline" through HQ. Learn more about setting up payment terms here. Once members have received the invoice or completed the registration, locate the order to mark it as "Paid Offline."

NOTE: When a member completes an order with a $0 down payment term, entering a payment method is still required upon checkout, but no charge occurs.

To mark an order as "Paid Offline":

  1. From the left navigation menu, click Financials > Orders.

  2. Find the order to apply the payment using the search bar and filters.

  3. Click on the "Sale ID number."

  4. In the top right corner, click the three-dot icon > Pay Offline.

  5. Select the payment type and payment amount, and add in any notes.

  6. Click Record Payment.

Discount Codes

NOTE: When a discount allows offline payment, financial reports in HQ will show the order as Paid in Full for $0, not the amount paid offline. Pair discounts with a separate $0 upfront invoice to record offline payments within HQ.

To allow offline payment options with a discount code, you may distribute 100% discount codes for members to apply to invoices or registrations. Learn how to create individual or reusable discounts with the links below.

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