IN THIS ARTICLE:
Learn how to customize which payment methods will be accepted in the Office Portal and Point of Sale, including permissions to allow overriding this setting for specific staff members/user groups.

• How Can I Customize Payment Methods
• Settings Options
  • Default Promo Code Application Behavior
• Tasks permission to allow acceptance of all payment types

How Can I Customize Payment Methods

The “Customize Payment Methods” setting (SETTINGS>TRANSACTIONS>PAYMENT METHODS) allows you to select which payment methods will be accepted in the Office Portal and Point of Sale (external credit card, credit to account, etc.) on a per-location basis.  When specific location settings are enabled, only selected payment methods will be displayed on the “New Payment” screen unless the staff member has been assigned the permission to “Allow Usage Of All Payment Types."

Settings Options

• Location(s)
  • Global Account Settings – selected payment types will be available at all Locations.
  • Specific Location(s) – selected payment types will be available at the selected Location.
    • Enable Location-Specific Overrides – Allows you to set accepted payment types for the selected Location. If disabled, the Locations will use the Global Account Settings.
      • When enabled, an option will appear to “Reset this Location to Global Settings” that will set all options to match the Global Account Settings.
    • List of all payment types - Enable a payment type by clicking the box to the left to select it.
      • Accepted via Office Portal
        • Credit Card on File
        • Credit Card Manual
        • Credit Card - Swipe/Insert/Tap
        • E-Check
        • External Credit Card
        • Cash
        • Check
        • Coupon
        • House
        • Other
        • Giftcard
        • Custom Payment Type (if defined)
      • Accepted via Point of Sale (Office Portal)
        • New Credit Card
        • Credit Card - Swipe/Insert/Tap
        • Cash
        • Check
        • Charge to Account
        • External Credit Card
        • Credit Card on File
        • Split Payment
        • Allow E-Check
        • Custom Payment Type (if defined)
      • Accepted via Point of Sale (Customer Portal/Mobile App)
        • New E-Check
        • E-Check on File
        • NOTE: Credit/debit cards will automatically be accepted for Point of Sale purchases if a gateway is configured.
      • Accepted via Enrollment Wizard
        • New Credit Card
        • Credit Card - Swipe/Insert/Tap
        • Cash
        • Check
        • Charge to Account
        • External Credit Card
        • Credit Card on File
        • Account Credit
        • Split Payment
        • Allow E-Check
        • Custom Payment Type (if defined)
    • Custom Payment Type - allows you to define a Custom Payment type. The name defined here will be used anywhere that payment type is shown in the Office Portal (ledger, financial reports, new payment screen, void/refund workflow).
      • This payment type WILL NOT be displayed in the Customer Portal/Mobile App.
      • Changing the name of the Custom Payment type will affect historical reporting.
      • The payment type name will be reflected in payment titles as "[custom name] (Custom)", in order to maintain the original payment type name for historical purposes.
      • If the setting is enabled to use the Custom payment type, this payment type will automatically be enabled when running financial reports.
      • The custom payment type will be displayed as an alternative refund type (in addition to "Cash" and "Check").

After selecting the appropriate payment types for the selected Location, click SAVE SETTINGS to commit the changes.

NOTE: See our "What are Payment Types and Credit Types?" document for more information about various payment/credit types.

Default Promo Code Application Behavior

The "Default Promo Code Application Behavior" option determines which method of applying Promo Codes the system will use by default if you are applying Promo Codes to charges with multiple line items. (You will always be given the option to select a different behavior; the system will simply enable whichever is selected here by default).

• One charge per line item - the system creates one ledger entry charge per line item. Promo codes of whole-dollar values would be applied towards the first individual charge created, then continue through the other charges until it is completely used up
  • If any of the individual line items are later deleted, the system WILL NOT automatically redistribute the Promo Code among the remaining line items, so you will need to manually update charges to keep the entire Promo Code discount applied.
    • It may be desirable to update the Charge Title to help link charges together that were created with a single Promo Code.
• Single charge - all Line items will be connected to a single ledger charge entry and therefore the Promo Code will only be added and applied once (to the entire charge value).
  • If any of the individual line items are later deleted, the system will automatically redistribute the Promo Code among the remaining line items.

Tasks permission to allow acceptance of all payment types

• “Allow Usage Of All Payment Types” (None/Full) – when this task permission is set to FULL, staff members will be able to accept any payment type, regardless of whether that payment type is enabled under SETTINGS>TRANSACTIONS>PAYMENT SETTINGS.

Staff members who have been assigned "Admin Access" permissions will always have access to all payment methods.