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Custom payment services
Custom payment services

How to add, edit, delete and apply custom payment services

Callum McFadgen avatar
Written by Callum McFadgen
Updated over a month ago

What are custom payment services?

Payment services are essentially ways in which you can make or receive payments, such as POS sales, order payments or order refund payments. Airsquare has a range of supported payment services such as Stripe, Paypal and POLi that can be used by connecting your Airsquare site to the relevant payment service but there are other payment services that are currently unsupported.

Creating custom payment services in Airsquare allows you to use those unsupported payment services for payments as well as giving you a options to store the relevant transaction ID from the payment service for your payment records and to bind the payment service to a Xero bank account.

How do I add a custom payment service?

In the Admin area

  1. Go to Commerce > Settings > Custom payment services.

  2. Click Add in the top right.

  3. Enter a Name, to avoid any confusion, we recommend using the name of the payment service.

  4. Select a POS Icon, this will be used for the payment option on the POS checkout page.

  5. Optionally, select a Xero bank account.*

  6. Click the Add button.

* Only available if Xero is connected.

How do I edit a custom payment service?

In the Admin area

  1. Go to Commerce > Settings > Custom payment services.

  2. Find the custom payment service you are looking for and click the Edit button in the Options column.

  3. Change the details of the custom payment service.

  4. Click the Update button.

How do I delete a custom payment service?

In the Admin area

  1. Go to Commerce > Settings > Custom payment services.

  2. Find the custom payment service you are looking for and click the Delete button in the Options column.

  3. Click the Delete button.*

* If a custom payment service has been used for any payments then it cannot be deleted to protect the existing payment records. If you want to prevent a custom payment service from being used, then you can edit the custom payment service and set its Status to Disabled, see How do I edit a custom payment service?

How can I use a custom payment service?

Custom payment services can be used to add payments to orders being created on the POS, see How do I use a custom payment service to add a payment on the POS?

Custom payment services can also be used to add payments to existing orders, see How do I use a custom payment service to add a payment to an order? and to add payments to existing order refunds, see How do I use a custom payment service to add a payment to an order refund?

If a payment has been added to an order or an order refund using a custom payment service, then a Payment service transaction ID can be retrospectively added , see How do I add a payment service transaction ID to an order payment? or How do I add a payment service transaction ID to an order refund payment?

How do I use a custom payment service to add a payment on the POS?

In the POS

  1. Tap the icon in the top left to open the menu and tap Sell.

  2. Add products, sub products or tickets to the cart.

  3. Tap the Checkout button.

  4. Find the relevant button for the custom payment service, it will display the custom payment service Name and POS icon.

  5. Tap the custom payment service button.

  6. Enter a Payment amount.

  7. Optionally, enter a Transaction ID

  8. Tap the Add payment button.

How do I use a custom payment service to add a payment to an order?

You can only use a custom payment service to add payments to an existing order that has a Payment status that is either Unpaid or Partially paid.

In the Admin area

  1. Go to Commerce > Orders.

  2. Find the order you would like to add a payment to in the Orders table and click it.

  3. Click the Add Payment button in the top right.

  4. Select the Custom option from Method.

  5. Select a Payment service.

  6. Optionally, enter a Payment service transaction ID.

  7. Enter an Amount.

  8. Select a Date.

  9. Check/uncheck Send "payment received" email to customer.

  10. Click the Add button.

In the POS or the Mobile app

  1. Tap the icon in the top left to open the menu and tap Orders.

  2. Find the order you would like to add a payment to and tap it.

  3. Tap the icon in the top right to open the options and tap Add payment.

  4. Select the Custom option from Method.

  5. Select a Payment service.

  6. Optionally, enter a Payment service transaction ID.

  7. Enter an Amount.

  8. Select a Date.

  9. Check/uncheck Send "payment received" email to customer.

  10. Tap the Add button.

How do I use a custom payment service to add a payment to an order refund?

You can only use a custom payment service to add payments to an existing order refund that has a Payment status that is either Unpaid or Partially paid.

In the Admin area

  1. Go to Commerce > Orders.

  2. Find the order with the refund you would like to add a payment to in the Orders table and click it.

  3. Find the refund you would like to add a payment to in the Refunds table and click it.

  4. Click the Add button above the Payments table.

  5. Select the Custom option from Method.

  6. Select a Payment service.

  7. Optionally, enter a Payment service transaction ID.

  8. Enter an Amount.

  9. Select a Date.

  10. Click the Add button.

In the POS or the Mobile app

  1. Tap the icon in the top left to open the menu and tap Orders.

  2. Find the order with the refund you would like to add a payment to and tap it.

  3. Find the refund you would like to add a payment to under Refunds and tap it.

  4. Tap the icon in the top right to open the options and tap Add payment.

  5. Select the Custom option from Method.

  6. Select a Payment service.

  7. Optionally, enter a Payment service transaction ID.

  8. Enter an Amount.

  9. Select a Date.

  10. Tap the Add button.

How do I add a payment service transaction ID to an order payment?

You can only add a custom payment service transaction ID to an existing order payment if the payment was originally made using a custom payment service.

In the Admin area

  1. Go to Commerce > Orders.

  2. Find the order with the payment you would like to add a custom payment service transaction ID to in the Orders table and click it.

  3. Find the payment you would like to add a custom payment service transaction ID to in the Payments table and click the Edit button in the options column.

  4. Enter a Payment service transaction ID.

  5. Click the Update button.

In the POS or the Mobile app

  1. Tap the icon in the top left to open the menu and tap Orders.

  2. Find the order with the payment you would like to add a custom payment service transaction ID to and tap it.

  3. Find the payment you would like to add a custom payment service transaction ID to under Payments and tap it.

  4. Tap the icon in the top right to open the options and tap Edit.

  5. Enter a Payment service transaction ID.

  6. Tap the Add button.

How do I add a Transaction ID to add an order refund payment?

You can only add a custom payment service transaction ID to an existing order refund payment if the payment was originally made using a custom payment service.

In the Admin area

  1. Go to Commerce > Orders.

  2. Find the order with the refund payment you would like to add a custom payment service transaction ID to in the Orders table and click it.

  3. Find the refund with the payment you would like to add a custom payment service transaction ID to in the Refunds table and click it.

  4. Find the payment you would like to add a custom payment service transaction ID to in the Payments table and click the Edit button in the Options column.

  5. Enter a Payment service transaction ID.

  6. Click the Update button.

In the POS or the Mobile app

  1. Tap the icon in the top left to open the menu and tap Orders.

  2. Find the order with the refund payment you would like to add a custom payment service transaction ID to and tap it.

  3. Find the refund with the payment you would like to add a custom payment service transaction ID to under Refunds and tap it.

  4. Find the payment you would like to add a custom payment service transaction ID to under Payments and tap it.

  5. Tap the icon in the top right to open the options and tap Edit.

  6. Enter a Payment service transaction ID.

  7. Tap the Add button.

How do I view information about custom payment service usage?

Information about how custom payment services are being used for order and order refund payments can be viewed in the Payments and Refunds report.

In the Admin area

  1. Go to Commerce > Reports > Payments & refunds.

  2. Optionally, click the Filter button to adjust the payments and refunds information being displayed.

In the POS or the Mobile app

  1. Tap the icon in the top left to open the menu and tap Reports.

  2. Tap Payments and refunds.

  3. Optionally, Tap the icon in the top right to adjust the payments and refunds information being displayed.

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