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Recording Payment (Admin)

When a player pays at your facility using cash, check, or another offline method, you need to record that payment in SlotBase. This guide walks you through the process of recording, verifying, and managing offline payment records.

Before You Begin​

To record payments, you must have an Admin or Staff role at the facility. Players cannot record their own payments.

Recording a Payment on a Booking​

To record a payment against a specific booking:

  1. Navigate to Bookings in your facility admin dashboard.
  2. Find and select the booking you want to record payment for.
  3. Click the Record Payment button on the booking detail page.
  4. Fill in the payment details:
    • Amount -- enter the amount the player paid
    • Payment Method -- select from Cash, Check, Bank Transfer, Venmo, Zelle, or Other
    • Reference Number -- (optional) enter a check number, transaction ID, or other reference
    • Notes -- (optional) add any notes about the payment
  5. Click Save to record the payment.

The booking's payment status will update automatically:

  • If the amount covers the full balance, the status changes to Paid.
  • If the amount is less than the balance, the status changes to Partial.
tip

Always double-count cash payments before recording them. Once a payment is recorded, it becomes part of the player's transaction history.

Recording a Payment on an Invoice​

To record a payment against an outstanding invoice:

  1. Navigate to Invoicing in your facility admin dashboard.
  2. Find and select the invoice with an outstanding balance.
  3. Click the Record Payment button.
  4. Enter the payment details (amount, method, reference number, notes).
  5. Click Save to record the payment.

The invoice status will update based on the amount paid:

  • Full balance paid: status changes to Paid.
  • Partial balance paid: status changes to Partially Paid.
info

You can record multiple partial payments against the same invoice. Each payment is tracked as a separate transaction.

Verifying Payments​

After a payment is recorded, it starts in the Recorded status. An admin can verify the payment to confirm the funds were actually received:

  1. Navigate to the booking or invoice with the recorded payment.
  2. Find the payment entry in the Payment History section.
  3. Click Verify to confirm the payment.
  4. The payment status changes from Recorded to Verified.
caution

Verification is an important step for non-cash payments like checks and bank transfers, where the funds may take time to clear. Consider waiting until funds have cleared before verifying.

Disputing a Payment​

If there is an issue with a recorded payment (such as a bounced check), you can mark it as disputed:

  1. Find the payment entry in the booking or invoice detail.
  2. Click Dispute on the payment record.
  3. Add a note explaining the reason for the dispute.
  4. The payment status changes to Disputed, and the booking or invoice balance is recalculated.

Voiding a Payment​

To cancel a payment that was recorded in error:

  1. Find the payment entry in the booking or invoice detail.
  2. Click Void on the payment record.
  3. Confirm the void action.
  4. The payment status changes to Void, and the booking or invoice balance is recalculated.
warning

Voiding a payment cannot be undone. If you void a payment by mistake, you will need to record a new payment.

Best Practices​

  • Record payments promptly -- enter payments into SlotBase as soon as they are received to keep records accurate.
  • Use reference numbers -- for checks and bank transfers, always record the check number or transaction ID for easy reconciliation.
  • Add notes -- include helpful context such as "Paid for both sessions" or "Partial payment, remainder due next week."
  • Verify regularly -- review unverified payments weekly to confirm funds were received.

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