Add and Manage Manual Payment Types
Kounta enables you to take payment from your customers in any way you want. Whether you are a cashless business with an integrated EFTPOS terminal, customers paying on account or, even by bitcoin - track the breakdown of all different payment types accurately for reconciliation and reporting.
Through this guide, we will show you how to add your own payment types and, where you can report on them.
Still investigating your EFTPOS solution? If you are still investigating which EFTPOS Integration is best suited for your business, you can look at the Kounta Payments page or Talk to a Payments Expert.
What's in this guide?
If you need a starting point, here are some of the payment types that customers like you are already using through Kounta:
Cash - A default payment type which you can use without doing anything - if you’re a cashless business then you can also disable the ability to take cash payments.
Credit/ Debit Card - Integrate your EFTPOS solution for error-free and faster checkout times or, add in a manual payment type if your EFTPOS cannot be integrated with Kounta.
Account Sales - Whether for companies or individuals, this is an option for a customer to order now and pay later or via direct deposit if you have integrated your accounting. If this is what you are looking for then you should enable our Accounts Add-on.
Order Ahead | App Payments - Take orders and process payments online - be it through an app, website, or social media. If this is something you’re looking to set up for your business, you may want to check out our integration partners: Loke, Hey You, and Boppl.
Add payment types
1. From the Back Office, under Company settings, select Payment Types
2. Select Add a New Payment Type
3. Fill in the following fields:
Payment Type: The name of your payment type
Clearing Account: Just leave this blank. All clearing accounts are now mapped directly from your Accounting Integration.
Quick Checkout: Tick this box to use this payment type on your POS
Prompt for Adjustment: Useful for reminding staff in the case of a credit card surcharge, or some other adjustment needed for a certain payment type.
Customer Required: This will require any sales made to this payment type to have a customer linked to each order.
4. Select Add Payment Type
5. Select Save All
Reporting by Payment Type
You can reconcile your takings easily at the end of each day with the aid of granular reports on sales, tips, money in/out, adjustments, and of course, payments.
This is how to access the report on Payment Breakdown.
Note - On the same page, you will see two reports that track payments: Payments Report which takes a look at the percent split of different payment types and Payment Breakdown which looks into the cash flow and Variance.
1. From the Back Office Reports, select Reconciliation
2. Select Payment Breakdown to view the breakdown of your different payment types
Returns - also commonly known as refunds
Money Ins - Track your float in/out each day and petty cash each day with money in/out
Tips - If you are tracking your tips with Kounta then this will show here
Money Out - Track your float in/out each day and petty cash each day with money in/out
Recorded - amount of sales entered in POS
Counted - amount counted for takings
Variance - Difference between the recorded amount and counted amount
Frequently Asked Questions
Can I review or generate a report on payments received?
Yes you can. You can view two reports: Payments Breakdown and Payments depending on the granularity you need.
Can I change the payment type after the order has been closed?
Mistakes do happen and after orders are closed, the payments can only be viewed in reports.
Fortunately, there is a workaround for this. First, you would need to refund the sale. After which, simply process the order again, making sure it has the correct payment type.
Can I have a separate payment type for different credit cards?
Yes, you can. For example, if you’d like to separate your AMEX from Visa, you can create a Payment Type for each, however, from our experience, we would recommend that you stay with just the one for your EFTPOS/credit cards.
The more payment types you have the more chance there is for your staff to make errors when taking payments. This would, however, mean that you will not use any automatically generated Payment Type from EFTPOS Integration. This will cause the workflow to be slightly different and is generally not advisable unless needed.
Does the payments data sync with my accounting package?
Yes - integrate with your accounting package and your payments data will sync with every reconciliation.
Can I allow my customers to pay later?
Yes you can - all you need is the Account Sales add-on
What if I get stuck?
What's my next step?
Thinking of integrating accounting with Kounta? There are a number of accounting integrations to choose from to suit your needs.
Have you integrated your EFTPOS? Choose and set up an integrated EFTPOS for your store.
Looks like you’re close to trading. Have you added your staff yet? Create logins with pins for your staff - you can also manage permissions of what they can do on the POS.