How It Works

• Redpoint allows custom payment sources to be configured for the front desk POS and/or for stored payments for automatic billing.  This allows you to collect payments external to Redpoint while tracking those sales in Redpoint.  
   
• Configuring a custom payment source so it is allowed as a Stored Payment methods means you can then add this custom payment source as a stored pay method on a customer.  Their billed balance will post with this external method. You must actually process the payments EXTERNALLY to Redpoint to collect the funds!
  
  On their billing date, the customer has their dues invoice posted, and their full open balance at the time of billing is marked as paid by this custom payment source.  In addition, on any fixed or sweep dates, their open balance will post to this stored pay method.
   
• Non-Integrated Payment Source: Payment is collected through an external payment processor that is not integrated with Redpoint.  
   
• Declined payments are not automatically reflected.  You must manually mark them declined in Redpoint

Why It’s Useful

• Allows billing from non-integrated payment methods.
• Ensures sales are tracked even without direct payment integration.
• Helps maintain accurate customer billing records.

This process ensures sales are properly recorded for customers paying through non-integrated payment processors, even though payment status updates require manual handling.

Configure External Stored Payment Method

Payment Method

In Redpoint HQ: Manage > Organization & Facility Settings > Payment Sources | Add Payment Source.

• Provider: Custom Payment Source
• Enable: Show in Payment Methods
• Fill in the remain fields accordingly
  • Payment Source Name must be the same across facilities

Payment souce must be created for each facility

Create Custom Report

Go to Insights > Reports > Manage > Custom Reports.  

This report returns a list of payments made with your custom payment source.  Recall that payment total may be the sum of multiple open invoices.  

• Edit the SQL and enter your EXACT Source name where it shows YOUR_CUSTOM_SOURCE_NAME in the sql below
• Enter the following in the SQL field

# startup statements
# query
/* SQL: active customers with at least one YOUR_CUSTOM_SOURCE_NAME payment in the supplied date & facility range */
SELECT /*+ MAX_EXECUTION_TIME(30000) */
   customers.id AS __CUSTOMER_ID, /* customer id (required) */
   CONCAT(customers.last_name, ', ', customers.first_name) AS full_name, /* customer full name in "last_name, first_name" format */
   payments.postdate_local AS payment_transaction_date_local, /* payment local datetime (filtered by provided date range) */
   payments.ref_number AS payment_reference_number_value, /* payment reference number */
   payments.amount AS payment_amount_value, /* payment total amount */
   facilities.short_name AS facility_short_name_value /* facility short name where payment was posted */
FROM
   payments
   INNER JOIN customers ON payments.customer_id = customers.id /* link payment -> customer */
   INNER JOIN facilities ON payments.facility_id = facilities.id /* link payment -> facility for facility short_name */
WHERE
   payments.voided = 0 /* exclude voided payments */
   AND customers.inactive = 0 /* exclude inactive customers since returning a list of customers */
   AND payments.postdate_local BETWEEN '{{dateFromLocal}}' AND '{{dateToLocal}}' /* #withDateFilter: inclusive local datetime range */
   AND facilities.id IN {{facilityIdList}} /* #withFacilityFilter: restrict to selected facilities */
   AND EXISTS ( /* ensure the payment has at least one non-voided payment_item whose payment source friendly_name contains 'YOUR_CUSTOM_SOURCE_NAME' */
       SELECT
           1
       FROM
           payment_items
           INNER JOIN payment_sources ON payment_items.payment_source_id = payment_sources.id /* link payment_item -> payment_source */
       WHERE
           payment_items.payment_id = payments.id /* payment_items.payment_id -> payments.id: match to the outer payment */
           AND payment_items.voided = 0 /* exclude voided payment items */
           AND payment_sources.friendly_name LIKE '%YOUR_CUSTOM_SOURCE_NAME%' /* payment source friendly_name contains 'YOUR_CUSTOM_SOURCE_NAME' */
   )
ORDER BY
   full_name
LIMIT 5000; 

Test Report

Once you have a billing using this payment source, run your report to confirm it returns the correct customers.  If you need support, contact Redpoint.

Schedule the Report to be Emailed Daily

Insights > Reports > Custom Report > Emailed Alarm

The emailed alarm sends this report daily for the previous day IF there are results.  This ensures you are notified every time there is a payment that needs to be run externally.

Manage

Add Payment Method to Customer

Open the customer record > Payment methods | Add Payment Method

1.  Provider: Select the custom payment source (created above)
2. Provide a Custom Payment Method Reference (any unique identified you want to add.  Note that this is not an encrypted field - we do not recommend storing account numbers here!)

Permission required: Custom Store Payment Methods (Mock Billing) - Add/Edit/ Charge.
Non-admins will need the permission granted.

Declines

If the payment declines through the non-integrated payment processor then the status will need to be manually updated in Redpoint HQ.

To mark a payment as declined:
Open the Customer Record

1. Payments
2. Expand the related payment and press "Mark Payment Declined"
   1. This will also mark the invoice as Past Due

A declined payment email will be sent out the following morning if a payment is marked as declined

Settle a Decline

The decline can be resolved manually (as when it has been processed externally) OR at the POS (as when the customer makes the payment with another payment type at your front desk).

Settled Externally (with non-integrated payment processor)

If settled after retrying through the non-integrated payment processor

To mark a payment as settled:
Open the Customer Record

1. Payments
2. Expand the related payment and press "Settle Payment"
   1. This will also mark the invoice as Paid

Settled at POS

If the customer settles with another method such as a credit card or cash at the desk

1. Open Customer in Front Desk
2. Check the Past Due balance
   1. Take payment as normal through POS