Open an order. In Order Items & Payments, select the payment action to open Take or Record Payment. Collecting payments requires financial permissions; other roles see Not available for your role.
Choose What You Are Doing
What Are You Doing? offers two paths:
Charge a Card
Use the customer's saved card or enter a new card in secure checkout.
- Choose the amount: Balance Due, Deposit Due, Invoice Total, or Custom Payment Amount.
- Review any tip and customer credit.
- Select Charge in Secure Checkout (or Open Secure Checkout). Card details are entered only in secure checkout. They are never typed into RE Media Hub directly.
Card charges need a connected payment processor. See Connect Payment Processors.
Record a Payment
Record money you already received outside RE Media Hub. No card is charged.
- Enter the Amount or choose a preset.
- Under Where was the payment received?, choose Check, Cash, Zelle, Venmo, Bank Transfer, or Other. For Other, enter where it was received. Notes allow up to 350 characters.
- To record a card payment that already succeeded outside this dialog, enter the Last 4 Digits of the Card.
- Select Review Payment, check Total to Record and Balance After Payment, then confirm.
Apply Customer Credit
If the customer has a credit balance, choose Apply Customer Credit, set Credit Amount to Apply, and select Review Credit (or Review Payment & Credit when combined with a payment).
When nothing is owed, the dialog shows This Invoice Is Paid in Full.
Deposits
When a deposit is required, use Send Deposit Reminder on the order to email the customer again. To remove a deposit requirement from one order, use the deposit remove control on that order.
Refunds
Open a payment in Payment Details to refund. Choose the Refund Type: Original Payment Method or Refund as Customer Credit. Enter the Refund Amount (up to the amount available to refund) and optional Refund Notes. Customers are notified by the Payment Refunded template when it is enabled.
Troubleshooting
- No card option. No payment processor is connected, or your role cannot collect payments.
- Tip field missing. Tipping is off. See Configure Tipping.
Reading Payment Details and Alternate Labels
In Payment Details, Order Payment Amount is a read-only amount from the selected payment record; it is not an input for charging the customer again. Refund Notes (Optional) lets you add a reason or reference for the refund, up to 500 characters. Review the refundable amount and refund destination before starting the refund.
Some payment presentations use Charge a Card Now with Open Secure Payment for the secure card path, and Record a Payment Already Received for an external payment. These mean the same two different actions described above. Amount Received chooses the deposit due, remaining balance, or a custom amount; Payment Notes (Optional) stores a payment reference. The current Take or Record Payment dialog uses the labels and notes limit described in the steps above. Follow the labels and character limit in the dialog you actually see; recording a payment is appropriate only after the money was received.