Recording an Offline Payment

Recording Offline Payments

In some circumstances, you may take payment directly for a contact and you need to record it as offline - to find out how, follow the steps below: 

Note:

Please note that from 1st January 2024 there is a 2.5% +VAT fee for recording offline payments. You will be guided through how to set up your Direct Debit for offline fee collections when choosing to mark your next offline payment.

Your offline fees will be collected shortly after a month has finished i.e. You will be automatically invoiced for your January offline payments in early February.

Your offline fee totals can be found in your transaction report. Steps on how to access the report and how to filter your offline payments can be found here: https://loveadmin.zendesk.com/hc/en-us/articles/360018445972-Transaction-Reports

 Step 1:  Go to 'Financials > Record offline payment'

On this page you will see two icons you can choose from; ‘View outstanding payments by request’ - which will show you payment requests as groups (and is the default view that loads), or ‘View outstanding payments for all contacts’ - which will show you all outstanding requests of individual contacts. Select your preferred view (if you have chosen to view by payment request, also select your group).

Fees for offline payments will be collected as soon as the offline fee total reaches £10. Payment requests for offline fees will be sent via email on the 1st of each month.

Step 2: Tick the ‘paid’ box alongside the contacts name who has paid offline, enter the amount paid and the date paid, then click the drop down under ‘Payment method’ and select how the contact paid.

Step 3: When you are happy with your amendments, click the ‘Save’ icon at the top of the page.

Once you follow these instructions you will have successfully recorded offline payments.

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