Record an Offline Payment made by the customer

Offline payments are payments that are collected outside of TJ Ops and then recorded in the system for accounting and reconciliation purposes. Bills with an Unpaid status and No Payment Bills can settled using Offline Payments.

Common examples of offline payments made by customers are:

1. Cash
2. Cheque
3. Money Order
4. Payments collected from an external system etc.

When to use Offline Payments:

1. The customer pays you outside the platform
2. To settle a No Payment Bill
3. To manually reconcile a payment received against a bill

Steps to record an Offline Payment:

1. In the Bills Module, locate the bill to record an offline payment for.
2. Click the Actions menu (three dots icon) next to the bill.
3. Select Create an Offline Payment from the dropdown.
4. In the Offline Payment modal:
   1. The Amount field, is prefilled with the bill amount.
      1. Leave it as is, if full payment was received.
      2. Edit the amount, if a partial payment was received.
   2. From the Received as dropdown, select the mode of Offline Payment.
   3. Add details in Notes & External References fields, if required.
   4. If the payment was received earlier, enable Backdate payment and select the relevant date and time. Otherwise, leave this option disabled.
   5. A green toast notification appears at the bottom right confirming the Offline payment record.

Viewing an Offline Payment

1. From the left navigation pane, select the Payments Module.
2. Enter the booking reference in the search field.
3. Locate the Invoice against which the offline payment was made.
4. Identify the payment entry with:
   1. Type as Offline Payment
   2. Status as Completed
5. Click the Action button (three dots icon) next to the payment entry.
6. Select View from the dropdown to open Offline payment details.

Article by Roshel Jose

Please note:

1. The JRNY platform is constantly evolving and new features and functionalities are added all the time. We are constantly updating the Knowledge Base, but some instructions and/or images you see in these articles may vary slightly from what you can see in your own environment. Get in touch with support@tomorrowsjourney.co.uk when in doubt.
2. Some features and functionalities may require configurations or additional development to work in your environment. Please speak to us if you have any questions.