Setting Up Payment Methods in Plus2

Problem

Administrators need payment methods set up so online, till and invoice payments are recorded correctly, 360 cash-ups balance, and Go Operator block bookings can be created.

Resolution

1. Open payment methods

   • Go to Configuration > Financial(s) > Payment Methods.
   • Typical methods: card, cheque, direct debit, invoice, BACS / bank transfer (usually for invoices and block bookings; non-banked), vouchers/complimentary, and GSP (GladstonePay) for online transactions. Cash can be removed if the site is cashless.

2. Use the GSP method for online transactions

   • Use GSP (replacing an older "web" method) for online transactions, so online payments are identifiable in reports and the finance extract.
   • Record online refunds against an identifiable method (GSP or the manual card method finance uses).

3. Set the Non-banked income tick on every method

   • In Options, tick Non-banked income for money that never passes through the till (GladstonePay/online, RCP, Direct Debit, salary deduction).
   • Leave it unticked for money counted at the till (cash, cheques, vouchers, PDQ card).
   • A wrong tick (e.g. GladstonePay left unticked) creates a 360 cash-up variance at every reading.

4. Tick Default for Hosts on Invoicing (if using Go Block Bookings)

   • Double-click Invoicing and tick Default for Hosts.
   • This is required for Go Operator Block Bookings; without it every create fails with "Payment method Cash is not an invoicing account…".

5. Save

   • Save each method.

Notes

• New payment methods must be set up by Gladstone Support so they map to the correct budget code in the finance extract.
• Methods are shared across sites, so check other sites before switching one off.
• Methods switched on but not used cause variances if staff pick them by mistake.
• To keep finance-only methods (invoice, BACS, internal recharges) off reception tills, take them in Plus2.
• Paying an invoice by a non-banked method such as BACS marks it paid without affecting the till.
• Impact on 360: which methods appear on 360 tills is set in the GMC (Allowed Payment Methods); declared methods must be allowed in the counted total.
• Impact on GladstonePay: online, RCP first payments and Pay by Link payments go straight to your merchant account and are recorded against the GSP method. Refunds of online payments are made in the GladstonePay portal; also cancel the booking or membership in Plus2/360 so the finance extract is right. See Invoicing Module and Pay by Link (GladstonePay).
• Related: How to Create a Customer Present Card Payment Method in Plus2; Configuring Block Bookings in Plus2; Setting Departments, Cost Centres and Tax in Plus2.

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