How to manage payment methods and virtual accounts

The Riwaya platform provides basic payment options (cash, credit card, SoftPos, etc.), and also allows you to add other payment methods and bank accounts. Each payment method can be linked to an account in the accounting tree to facilitate accurate transaction tracking.

ℹ️ Note: The steps for adding payment methods differ if the accounting system is not installed. For more details, click here.

#Add a Bank Account

(Before adding payment methods on the platform, add bank accounts to the accounting tree to be able to link them to payment methods).

1. Go to Settings > Payment Methods.

2. Click on "Add Bank Account."

3. Enter the account name and number.

4. Click "Add."

5. The account is saved immediately and can be linked to payment methods.

#Add a Payment Method and Assign Accounts

1. Go to Settings > Payment Methods > Add Payment Method.

2. Enter the name of the payment method.

3. Choose the product category (Cash, Card, Other, SoftPos).

4. Choose the appropriate account.

5. Enter the description (optional).

6. Click the (✔) sign.

ℹ️ Note: When selecting the category, default accounts are assigned:

• Cash: The default account (1010101 – Cash in Box) is automatically assigned and cannot be modified.

• Credit Card or SoftPos: The default account (1010102 Other - Other Bank Accounts) is assigned and can be modified.

• Other: The default account (1010104 - Cash "Other Payment Methods") is assigned and can be modified.

💡 When selling through delivery apps (such as: Jahez or HungerStation), add a dedicated account in the chart of accounts and link it to a payment method named after the app to facilitate tracking the amounts collected from these operations.

💡 Employee advances accounts can be added to the tree and linked to the payment method. For more details, click here.

#Edit a Payment Method

1. Go to Settings > Payment Methods.

2. Click the 🖋 icon next to the payment method.

3. Edit the required data (name, account, description).

4. Click the ✔ sign.

⚠️ Warning: When modifying the account linked to a payment method, previous transactions will not be affected; the update affects new transactions only.

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#Frequently Asked Questions

1. What is meant by the Riwaya Pay (SoftPos) payment method?
   Riwaya Pay is a digital point of sale service that accepts payments (Mada, Visa, Mastercard) via NFC-enabled Android devices. For more details about the Riwaya Pay service, click here.

2. Can I delete a payment method after adding it?
   You can edit it or delete it from the sales box, but you cannot delete it from the platform.

3. I want to dedicate a payment method for suppliers only, what is the way?
   All payment methods added on the platform will appear when paying and settling to and from suppliers. Add a payment method with a distinctive name like "Cash – Suppliers" and use it when settling.

4. Can I add more than one bank account on the platform?
   Yes, you can add all your bank accounts.

5. Can I use the same bank account for multiple payment methods?
   Yes, add the methods and specify the same account for each.

6. Does the cashier see the bank account on the sales screen?
   No, only the name of the payment method appears.

7. Where can I find details of transactions linked to the bank account?
   Through the accounting tree ⌄ Assets ⌄ Current Assets > Cash and Equivalents ⌄ Cash in Bank.

8. Can I delete the bank account from the bank accounts list?
   No, the bank account cannot be deleted, but it can be archived in the chart of accounts.

9. Does modifying the bank account linked to a payment method affect previous transactions?
   No, the change applies only to new transactions.

10. Can I modify the type of payment method (Cash, Card…)?
    The type of payment method cannot be modified after it is added, but a new method can be created.

11. I changed the name of the payment method and it didn't change for the user?
    Refresh the browser page using the arrow next to the address bar at the top, or by pressing (CTRL+R) on the keyboard. If the cashier is using the (Riwaya Cashier) app, log out of the app and log back in.