Managing payments for orders
Who is this article for?
- Store Owners or Admins with full access to manage orders and payments in the wicadu Assistant.
- Users with permissions to process payments or update order statuses.
About managing payments
In certain situations, such as manual orders or early pickups, you may need to manage payments manually for your store's orders, especially when customers pay with cash, bank transfer, or other alternative methods outside of wicadu.
Before you begin
You can manage payments for orders in wicadu only if:
The payment was added manually or fulfilled through early pickup.
The order is in Prepared status.
Review available payment methods and their statuses in the payment methods.
Add a Payment
Adding a payment in wicadu is critical for recording transactions for any order in your store, whether online or manually managed, ensuring accurate financial tracking and a seamless customer experience.
Access the relevant module:
Navigate to the Sales or Purchases functionality in the wicadu Assistant, depending on the type of order you wish to add the payment
Select the order:
From the In progress section, click the order in the Prepared state where you want to update its payments.
Start payment management:
In the Payments section, click Add Manually to record a partial or full payment.
Note: The order must be in Prepared status.
Enter payment details:
Complete the form with the fields: Provider (default is Internal Control), Payment Method, Status, Amount, and optionally Estimated Confirmation Date and Receipt. See the payment methods guide for more details.
Confirm the payment:
Click Save to record the payment and update the order's balance.
Note: Orders support multiple payments with different payment methods until the full amount is paid. Once the full amount is paid, the Add Manually button will disappear.
Update a Payment
Updating a payment in wicadu is vital for correcting or completing transaction details for your store's orders, ensuring precise financial records and efficient order management. This action allows you to adjust payment statuses or receipts, maintaining transparency in your store's operations.
Access the relevant module:
Navigate to the Sales or Purchases functionality in the wicadu Assistant, depending on the type of order you wish to add the payment
Select the order:
From the In progress section, click the order in the Prepared state where you want to update its payments.
Start payment management:
In the Payments section, select the payment you want to modify and click Update Activity.
Note: The order must be in Prepared status and the payment in In Process status.
Update payment details:
Modify the allowed fields: Status, Estimated Confirmation Date, or Receipt. See the Payment methods guide for more details.
Confirm the update:
Click Save to record the payment changes, which will instantly update the order and store finances.
Delete or Cancel a Payment
Deleting or canceling a payment in wicadu is essential for correcting transaction errors in your store's orders, ensuring accurate order balances and reliable financial records. This action helps maintain clear and trustworthy financial tracking.
Select the order in the relevant module:
Navigate to the Sales or Purchases functionality in the wicadu Assistant and, in the Prepared orders section, choose the order containing the payment to delete
Start payment cancellation:
In the Payments section, select the payment and choose one of these options:
Click Edit, then the red button on the left and confirm with the button on the right
Access the payment details and click Cancel
Note: The order must be in Prepared status and the payment in In Process status.
Confirm the cancellation:
Confirm the action to delete the payment. Changes will instantly update the order and store finances
Next Steps
After managing a payment for an order, consider these actions:
Mark the order as completed:
Once the full amount is paid, mark the order as Completed to keep your order history organized.
Notify clients or suppliers:
Inform clients or suppliers about payment changes to maintain clear communication.
Note: If the order was placed through the store's website (powered by wicadu), the customer will be notified automatically.
Verify changes in finances:
Check the Finances section in the wicadu Assistant to confirm that payments, updates, or cancellations are correctly reflected.
Common Issues
I don't see the "Add Manually" or "Update Activity" button: Ensure the order is in Prepared status and was not processed through the wicadu online store.
The payment isn't reflected in the order or finances: Confirm you clicked Save after adding or updating the payment. Refresh the page or check the Finances.
I can't cancel a payment: Verify the payment is in In Process status and the order is in Prepared status. If the payment is confirmed, contact wicadu Support team for assistance.