Manual Amenity Payments: FAQ
Frequently asked questions about manual amenity payments: offline vs manual, processing fees, references, resident access, invoices, refunds, and deferred deposits.
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Is Manual the same as "Offline" payment? Yes, it's the same idea, but the option is always labeled Manual in the product. If you've heard staff call it "offline payment," that's the same feature.
Does a manual payment carry a processing fee? No. Processing fees only apply to card payments through Stripe. A manual payment has no card behind it, so there's no fee.
Do I have to enter a payment reference? No, the reference field is optional for every method. It's strongly recommended though, since it's what shows up later in the Audit Log and Payment & Refunds tab to help you match the booking back to a physical cheque, e-transfer, or other record.
Can residents ever record a manual payment on their own booking? No. Manual payment is Kore-only. It's not shown in the resident app, and it's blocked on the server even if someone tried to force it through a resident-driven request. The Card path is always what residents see.
Does choosing Manual skip the invoice and journal entry? No. A manual booking creates the same invoice and balanced journal entry a card booking does, automatically, at the moment you confirm. The only thing that's skipped is the Stripe charge itself.
Can I switch a booking from Card to Manual after it's already paid by card? No, the payment method selector applies at the moment you're recording the payment. If a booking already paid by card needs correcting, use the normal refund flow rather than trying to relabel it as manual.
What happens to a manual booking's deposit if it's deferred? It's scheduled exactly like a card booking's deposit, just without the automatic Stripe pay-link reminder, since that reminder only applies to card payments. See "Deferred deposits on a manual booking" for the full detail.
Does refunding a manual booking send money back through URBI? No. URBI posts the correcting journal entry so the books are accurate, but the actual money has to be handed back outside the platform (cash back, cheque returned or reissued, e-transfer sent back), the same way it was collected.
Who can see the "Collected by" summary and the Audit Log entries? Anyone who can open the booking drawer can see the Audit Log tab. The Payment & Refunds tab's "Collected by" summary is visible to anyone who can open that tab; it doesn't require an extra permission beyond what's already needed to view the booking.
Why is "View invoice" gated separately from creating or refunding the booking? Because accounting read access is its own permission, independent from booking-create and refund permissions. Someone can be trusted to record payments and process refunds without necessarily having visibility into the property's full accounting, and vice versa.