Payments
DiverDash's retail payment system integrates seamlessly with the client billing system, allowing you to add retail products to customer bills and process payments through the unified billing interface. This approach ensures all customer transactions are properly tracked and recorded in one place.
What You'll Learn
How to add retail products to client bills for payment processing
How to create new bills or add items to existing open bills
How to process payments for bills containing retail items
How to track retail sales through the client billing system
How to handle refunds and exchanges for retail items
Before You Start
Make sure you have:
Products set up in your retail catalog (product management guide)
Client records created for customers making purchases
Understanding of the client billing system (client billing guide)
Appropriate permissions to create bills and process payments
Knowledge of your tax settings and pricing structure
How Retail Payments Work in DiverDash
Integrated Billing System
DiverDash handles retail payments through the client billing system rather than as standalone retail transactions. This approach provides several benefits:
Unified Customer Records - All customer transactions (courses, rentals, retail) in one place
Comprehensive Billing - Combine retail items with other services on a single bill
Consistent Payment Processing - Use the same payment methods and processes for all transactions
Complete Transaction History - Full customer purchase history in their profile
Integrated Financial Recording - Automatic recording in your chart of accounts
Payment Process Overview
Navigate to Client - Go to the customer's profile page
Access Billing - Click the "Billing & Payments" tab
Add Retail Items - Add products to a new or existing bill
Process Payment - Complete payment through the billing interface
Update Inventory - Stock levels update automatically
Adding Retail Items to Bills
Step 1: Navigate to Client Profile
Go to Clients in the main sidebar
Search for and select the customer making the purchase
Click on the customer's name to open their profile
Click the Billing & Payments tab
Step 2: Choose Bill Option
Option A: Create New Bill
Click Create New Bill or + New Bill button
A new bill will be created for the customer
The bill will be in "Open" status, ready for items
Option B: Add to Existing Open Bill
Look for any existing bills with "Open" status
Click on the open bill to select it
You can add items to this existing bill
Step 3: Add Retail Products
Adding Products to the Bill:
In the bill interface, look for Add Items or Add Products section
Click Add Retail Product or similar option
Search for products using the product search functionality
Select products from your retail catalog
Product Selection:
Search by product name, SKU, or category
Browse through product categories
Use barcode scanning if available
Select the specific product variant (size, color, etc.)
Quantity and Pricing:
Set the quantity for each product
Verify the sale price is correct
Apply any discounts if applicable
System calculates line totals automatically
Step 4: Review Bill Details
Bill Summary:
Line Items - All products and services on the bill
Subtotal - Total before taxes and discounts
Tax Amount - Calculated based on product tax settings
Discounts - Any applied discounts or promotions
Total Amount - Final amount due from customer
Customer Information:
Verify customer details are correct
Update billing address if needed
Add any special notes or instructions
Processing Payments
Step 1: Initiate Payment
With the bill open and items added, click Process Payment or Add Payment
The payment interface will open
Verify the payment amount matches the bill total
Step 2: Select Payment Method
Available Payment Methods:
Credit/Debit Cards - Process through integrated payment gateway
Cash - Record cash payments with change calculation
Check - Record check payments with check number
Bank Transfer - Record direct bank transfers
Store Credit - Apply existing customer store credit
Split Payments - Use multiple payment methods for one bill
Step 3: Process the Payment
For Card Payments:
Enter card information or use card reader
Verify payment amount
Process through payment gateway
Wait for authorization confirmation
Print or email receipt
For Cash Payments:
Enter amount received from customer
System calculates change due
Record the cash payment
Print receipt for customer
For Other Payment Methods:
Select appropriate payment method
Enter required information (check number, reference, etc.)
Record the payment
Generate receipt
Step 4: Complete Transaction
Automatic Updates:
Bill status changes to "Paid"
Inventory levels decrease for sold products
Payment recorded in financial system
Customer receipt generated
Transaction history updated
Managing Bills with Retail Items
Bill Status Management
Open Bills:
Can add or remove items
Can modify quantities and pricing
Payment not yet processed
Inventory not yet affected
Paid Bills:
Items and payments finalized
Inventory updated
Cannot modify without creating credit/adjustment
Full transaction record maintained
Partial Payments
Handling Partial Payments:
Process partial payment amount
Bill remains "Open" with remaining balance
Add additional payments as received
Bill becomes "Paid" when fully settled
Payment History:
All payments tracked on the bill.
Payment method and business payment date recorded (date-only), matching what was chosen in the Make Payment dialog.
Running balance maintained.
Complete audit trail (including separate timestamps for when payments were entered).
Refunds and Exchanges
Processing Refunds
Refund Process:
Navigate to the original bill containing the retail item
Click Create Credit or Process Refund
Select items to be refunded
Choose refund reason from dropdown
Process refund payment
Refund Options:
Original Payment Method - Refund to original card or payment method
Store Credit - Issue store credit for future purchases
Cash Refund - Provide cash refund (for cash purchases)
Exchange Credit - Credit toward immediate exchange
Inventory Updates:
Returned items automatically added back to inventory
Stock levels updated in real-time
Inventory adjustments tracked for reporting
Handling Exchanges
Exchange Process:
Process refund for original item (creates credit)
Add new item to a new bill or existing open bill
Apply store credit from refund
Process payment for any difference
Complete the exchange transaction
Price Difference Handling:
Upgrade Exchange - Customer pays additional amount
Downgrade Exchange - Customer receives refund difference
Even Exchange - No additional payment required
Integration with Financial Management
Automatic Financial Recording
Revenue Recording:
Retail sales automatically recorded to appropriate revenue accounts
Tax amounts recorded to tax liability accounts
Cost of goods sold calculated and recorded
Proper account classification maintained
Payment Recording:
Payments recorded to appropriate asset accounts (cash, accounts receivable)
Payment methods tracked for reconciliation
Integration with bank reconciliation processes
Complete audit trail maintained
Inventory Integration
Stock Level Updates:
Inventory decreases when bills are paid
Returns increase inventory when processed
Real-time inventory tracking
Automatic reorder alerts triggered
Cost Tracking:
Cost of goods sold calculated automatically
Inventory valuation updated
Profit margin tracking by product
Integration with inventory reports
Reporting and Analytics
Sales Reporting
Retail Sales Reports:
Sales by product and category
Sales by customer and time period
Payment method analysis
Tax collection summaries
Customer Purchase History:
Complete transaction history in client profile
Purchase patterns and preferences
Customer lifetime value tracking
Targeted marketing opportunities
Financial Integration
Bill-Based Reporting:
All retail sales included in standard financial reports
Integration with income statements and balance sheets
Proper revenue recognition and timing
Comprehensive financial analysis
Best Practices
Customer Management
Complete Profiles - Maintain accurate customer information
Purchase History - Use transaction history for customer service
Communication - Keep customers informed about their bills and payments
Follow-up - Monitor open bills and follow up on outstanding balances
Bill Management
Timely Processing - Process payments promptly to update inventory
Accurate Recording - Ensure all items and payments are recorded correctly
Documentation - Maintain proper documentation for all transactions
Regular Review - Review open bills regularly for completion
Inventory Coordination
Stock Verification - Verify product availability before adding to bills
Real-time Updates - Ensure inventory updates happen immediately upon payment
Reorder Management - Monitor inventory levels and reorder as needed
Product Information - Keep product information current and accurate
Troubleshooting Common Issues
Bill Creation Problems
Problem: Cannot add retail products to bill Solutions:
Verify customer profile is complete
Check product availability in inventory
Ensure products are active and properly configured
Verify user permissions for billing functions
Payment Processing Issues
Problem: Payment processing fails or errors Solutions:
Verify payment method configuration
Check internet connection for card processing
Confirm payment amount matches bill total
Review payment gateway settings
Inventory Sync Issues
Problem: Inventory not updating after payment Solutions:
Verify bill status is "Paid"
Check product SKU matching
Review inventory integration settings
Contact technical support if persistent
Customer Record Issues
Problem: Cannot find customer or create bill Solutions:
Verify customer profile exists and is active
Check customer search functionality
Ensure proper permissions for client management
Create new customer profile if needed
The integrated billing approach ensures that all retail transactions are properly tracked, recorded, and integrated with your overall business operations while providing excellent customer service and accurate financial reporting.
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