You can manually record payments made against a booking, for example cash, a card machine payment, a cheque or a bank transfer. This lets you easily keep track of how much money is outstanding on your bookings. When the balance reaches zero, the booking is marked as paid automatically.
Where to record a manual payment
Manual payments are recorded on the booking itself. Open the booking and find the Payments panel, under Booking Costs. It lists the payments already recorded and has the Add Manual Payment button.
The Payments panel shows when Record Payments is switched on in Settings > Main Settings > Payment Settings, or when you take online payments.
To record one payment across several bookings, use Apply Payments on the customer's profile instead (see Related articles).
How to record a manual payment
Open the booking and click Add Manual Payment in the Payments panel. The Add Payment panel opens.
Amount: the amount the customer paid. If Pre-Fill Outstanding Balance on Payment Panel is on, the full amount owed is filled in for you.
Payment Type: how the customer paid, for example Cash or Bank Transfer. Your payment types are set in your settings (see "Adding Payment Types").
T/X Ref (optional): a reference such as a bank transfer reference, cheque number or card machine receipt number.
Payment Date: today's date is filled in. Change it if the customer paid on another day.
Deposit: switch this on if the payment is a deposit.
Add any Overpayment as Wallet Funds (optional): switch this on if the customer paid more than the booking costs and you want the extra kept on their account as wallet funds.
Amount Tendered (optional): the cash the customer handed over. KennelBooker works out the change for you.
Click Save.
The payment appears in the Payments panel with its type, reference, date and amount. A deposit is marked with a deposit icon.
What happens after you record a manual payment
The Booking Costs panel takes the payment off the amount owed. A payment marked as a deposit is shown on its own Deposit line; other payments are added to Paid. Outstanding shows what's still owed.
When the outstanding balance reaches zero, the booking is marked as paid automatically and the Payments panel shows "Booking Fully Paid!". If more was paid than the booking costs, it shows "Booking OverPaid!".
If you filled in Amount Tendered, the Payments panel shows Change Due with the change to give back, in your business's currency.
If you switched on Add any Overpayment as Wallet Funds, the overpayment this payment creates is added to the customer's wallet funds. If the booking was already overpaid before this payment, only the extra from this payment is added.
If the customer had an unpaid online payment request on the booking, KennelBooker updates it: a request for the full balance is reduced to what's still owed, and a deposit request is cancelled.
When a boarding booking with linked daycare or grooming bookings is fully paid, the linked bookings are marked as paid too.
The payment is recorded in the booking's audit log with the staff member's name.
Recording a manual payment doesn't email or text the customer.
How to delete a manual payment
In the booking's Payments panel, click the three-dot menu on the payment's row.
Click Delete Payment and confirm "Are you sure you want to Delete this payment?".
If deleting the payment leaves money owing, the booking is marked as unpaid straight away and Outstanding shows what's owed again. On a boarding booking, linked daycare and grooming bookings are marked as unpaid with it, and on a daycare booking so are its linked grooming bookings. A linked booking follows the booking it's linked to, which holds the payments. The change is recorded in the booking's audit log with the staff member's name.
If the payments left on the booking still cover the total (for example, you deleted a duplicate payment from an overpaid booking), the booking stays paid.
Wallet funds aren't taken back. If the payment you deleted had added an overpayment to the customer's wallet funds, remove those funds from the customer's account yourself if needed.
What recording a manual payment doesn't do
A manual payment doesn't charge a card. It only records money you've already received. To charge a customer's card, use Charge Card in the Payments panel.
A manual payment can't use the customer's wallet funds. The account credit payment type isn't offered in Payment Type. If the customer has wallet funds, use the Apply Credit section of the Add Payment panel instead.
On a grooming or daycare booking linked to a boarding booking, record the payment on the boarding booking, which holds the total for all of them.
Settings that affect manual payments
Record Payments (Settings > Main Settings > Payment Settings): shows the Payments panel and Add Manual Payment on bookings.
Pre-Fill Outstanding Balance on Payment Panel (Settings > Main Settings > Check-in and Check-out Settings): when on, the Amount box starts with the full amount owed; when off, it starts at 0.
Manual payments: frequently asked questions
How do I record a cash payment on a booking?
Open the booking and click Add Manual Payment in the Payments panel. Enter the Amount, choose Cash as the Payment Type, check the Payment Date and click Save. If you enter the Amount Tendered, KennelBooker shows the change due.
How do I record a deposit?
Record a manual payment as usual and switch on Deposit before clicking Save. The amount shows on the Deposit line in Booking Costs and is taken off what's owed.
Will the booking be marked as paid?
Yes, automatically, when the manual payments bring the outstanding balance to zero. A part payment leaves the booking unpaid with the rest still owing.
The customer overpaid. What do I do?
When you record the manual payment, switch on Add any Overpayment as Wallet Funds. The amount this payment takes the booking over its total goes onto the customer's account as wallet funds, to use on a future booking. For example, if 50.00 is owed and the customer pays 70.00, 20.00 is added.
What happens if I delete a payment?
The booking is marked as unpaid if money is now owing, along with any linked daycare or grooming bookings. Wallet funds added from an overpayment stay on the customer's account; remove them yourself if needed.
Can I record one bank transfer that pays for several bookings?
Yes, but not from the booking. Open the customer and click Apply Payments in the customer menu, then type the amount for each booking. See "Allocate Payments to a Booking or Bookings".
Does the customer get a receipt when I record a payment?
No. Recording a manual payment doesn't email or text the customer.
Can I change the date of a payment?
Set the right Payment Date when you add the payment. To change a payment that's already saved, delete it and add it again with the correct date.
Which booking types can I record manual payments on?
All of them. Add Manual Payment is in the Payments panel on boarding, daycare, nightcare, grooming, drop-in, home stay, walk, training, cremation and your other services' bookings, and on product sales.
Do manual payments go to QuickBooks or Xero?
Yes. They're sent with the booking when it goes to QuickBooks or Xero, mapped by the payment type you chose.
Manual payments: common problems
I clicked Save and the payment wasn't added
The Amount, Payment Type and Payment Date are required. If one is missing or the amount isn't a number, its box turns red and nothing is saved. Fill it in and click Save again.
I can't see the Payments panel or Add Manual Payment
Switch on Record Payments in Settings > Main Settings > Payment Settings. On a grooming or daycare booking linked to a boarding booking, the payment is taken on the boarding booking instead.
I deleted a payment but the booking still shows as paid
The payments left on the booking still cover its total, so nothing is owed. Check Outstanding in the Booking Costs panel. On a daycare or grooming booking linked to another booking, check the booking it's linked to, which holds the payments.
My payment type isn't in the list
Add it to your payment types first (see "Adding Payment Types"), then reopen Add Manual Payment.
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