Payments in B-Cart are added either automatically when a customer pays online, or manually when you record an external payment (cash, EFT, etc.). Here's how the process works and how to record payments yourself when needed.
Automatic Payments
If a customer pays via Stripe (credit/debit card) or GoCardless (direct debit), the payment is recorded in B-Cart automatically. No action is required — the order's payment status will update to Paid once the transaction is successful.
Manually Adding a Payment
Manual payments are only recorded by merchants. Here's how to add one:
Step 1: Open the Order
Find the order you want to record a payment for (it must be in Unpaid or Partially Paid status) and open the order details.
Step 2: Click Add Payment
In the order's payments section, select Add Payment.
Step 3: Fill Out the Payment Details
Amount Paid: Enter the amount being paid.
Payment Method: Choose one of:
- External Credit/Debit Card — a card payment processed outside B-Cart (e.g. EFTPOS).
- External Direct Debit — a direct debit processed outside B-Cart.
- Bank Transfer — funds transferred directly to your account.
- Account Credit — apply an existing customer credit. If none are available, B-Cart will show an error.
- Cash — paid in person.
- Other — anything that doesn't fit the above.
Note: Stripe and GoCardless are not available in this dropdown — those flows are initiated by the customer, not the merchant. See Accepting Credit Card Payments via Stripe for the customer-paid flow.
Payment Status: Select one of:
- Successful — the payment has cleared.
- Failed — the attempt failed.
- Processing — the payment is in flight (typically for external systems).
- Initiated — the payment has been started but not yet processing.
- Upcoming — scheduled but not yet attempted.
- Cancelled — the payment was cancelled before it cleared.
- Refunded — the payment has been reversed.
- Voided — the payment record has been voided.
Reference: Enter any external reference (e.g. EFTPOS ID or bank reference). Optional.
Notes: Optional notes about the payment. These are visible to the customer.
Step 4: Save the Payment
Select Add Payment to save. The order's payment status updates to reflect the new total paid.
Things to Know
You can record more than one payment per order — useful when a customer pays in installments.
Once a payment is marked Successful, it can no longer be edited. To correct a successful payment, see Refunding a Payment (to reverse it) or Voiding a Payment (for payments that never cleared).
Payments recorded against an order do not push back out to external systems. If you record a payment as Bank Transfer, B-Cart isn't reconciling it against your bank — it's a record only.