Record a payment collected offline

This article explains how to manually record a payment you have received outside of the online payment system, such as cash, direct bank transfer (NEFT/IMPS), cheque, or card payment via a physical swiping machine.

When to use this: Use this process after you have physically collected payment from a customer for an existing booking.

Steps to Record an Offline Payment

Step 1: Locate the Booking

1. Log in to your Vacation Labs backoffice.

2. Navigate to the Bookings section from the main menu.

3. Find the specific booking for which you have received the payment. You can use the search or filter options to locate it quickly.

4. Click on Booking to open its detailed view.

Step 2: Initiate the Payment Recording Process

1. Inside the booking details page, locate the Payment section.

2. Click on the + Payment button to add a new payment entry.

Step 3: Enter the Payment Details

1. In the payment method selector, choose Collected by Us.

2. Enter the Amount Collected: Input the exact amount you have received. The system will automatically calculate and update the remaining balance (if any).

3. Select the Payment Method: Choose the appropriate method from the dropdown (e.g., Cash, Cheque, NEFT, Card Swipe).

4. (Optional) Add a Comment: It is highly recommended to add clear notes for your records. For example:

   • Collected by Sam at front desk

   • NEFT Ref No: XXXX9876

   • Pending ₹200 to be collected on checkout

Step 4: Save the Payment

• Review the details you have entered for accuracy.

• Click the Save button to finalize and record the payment. The booking’s financial status will now reflect this transaction.

Visual Guide (Screenshot)

The screenshot below shows the + Payment button within the booking details and the “Collected by Us” payment form for visual reference.