How to Record a Manual Payment for an Amenity Booking (Desktop)

This guide covers recording an amenity booking as paid by cash, cheque, e-transfer, or another offline method from the desktop booking flow.

Who can use it: staff, board members, or PMs with amenity booking create permission on the property. There is no separate accounting permission required to record a manual payment.

Steps

1. Start or open a booking. Create a new amenity booking as usual (resident, amenity, date, and time), or open an existing unpaid booking from Bookings › Amenity Bookings.

2. Reach the confirm step. The pricing summary lists the amenity's price lines, each with its own Lock or toggle depending on whether it's required, a deposit, or an optional add-on.

3. Choose Manual in the payment selector. The confirm step's payment card shows three mutually exclusive options: Card, Manual, and Void. Select Manual.

4. Pick a payment method. A required method select appears with four options: Cash, Cheque, e-Transfer, Other.

5. Add a reference (optional). A payment reference field appears below the method, for example a cheque number or an e-transfer confirmation code. It's optional but recommended: it's what shows up later in the Audit Log and on the Payment & Refunds tab.

6. Confirm. The primary button names the exact action, for example Confirm & record cheque payment, so it's clear pressing it records money as already received, not that it's sending a payment link. Click it.

7. Booking marked paid. An in-panel success card replaces the confirm form, stating what was collected, by which method, and any amount still due later (for example a deferred deposit). A Manual payment · not resident-amendable badge appears on the booking.

What happens next

The booking is created exactly as a card booking would be: the invoice posts, the journal entry posts, and the booking is Confirmed. There's no Stripe charge, no card-entry step, and no processing fee. See "How a manual booking posts to your books" for the accounting detail.

If nothing is due right now

If every collectible line on the booking is already zero (for example every fee is optional and toggled off), the form shows an error instead of letting you submit: "Nothing is due now on this booking, so there is no manual payment to record." Toggle on a line, or use Void if no payment is expected on this booking at all.