Purpose
Use Payments to set up the services and card readers your store uses. Collect payments, fix records, and refund money here. Check the order payment history after each action.
Where to find it
Admins set up payment services in Settings > Payments > Register Setup. Staff collect payment at POS checkout or from an order’s Collect Payment button. Open payment history to review an order payment. Choose Refund payment when it is available.
Setup locationSettings > Payments > Register Setup
Before you start
- Your payment choices depend on the register, customer, order, and services your store has turned on.
- Account and store credit need a customer. Check the customer’s available credit before you charge the account.
- For an in-person card payment, use the reader set for this register. Follow the reader prompts and wait for the result.
- Check the order total, tax, balance due, and amount you can refund before you submit a change.
Collect a payment
- Open the order or finish the cart in POS. Check the customer, total, amount due, and tax.
- Choose a payment method FlintPOS offers for this order. For cash, enter the cash received and give the displayed change. For a check, enter the reference requested by the form. For a card, complete the reader or secure provider prompt.
- For split payment, apply less than the full balance, check the amount still due, and collect the rest as a separate payment.
- Use On Account only when the customer has approved terms and enough available credit. This records debt; it does not mean money was collected.
- For a $0 order with no payment history, choose Charge $0.00, then Complete Order. FlintPOS completes the order without adding a payment.
- Wait for the result. Open the order's payment history and confirm the payment appears once and the balance changed as expected.
Example: if $100 is due, collect $60 in cash and check that $40 remains due. Then collect the last $40 by card. The history should show two payments totaling $100 and a zero balance. If you use On Account instead, the customer still owes the amount; no money has been collected.
Refund or correct a payment
- Open Orders, select the order, and review its items and payment history.
- If the customer is returning goods, use the normal return/refund action and select the items and quantities being returned.
- If the sale stays the same and you are returning part of collected money, choose Refund payment beside the original payment. Enter an amount no greater than the remaining refundable amount, review the new balance, and confirm.
- Check the payment history for the linked refund and its status. A payment-only refund leaves the order's items, sale total, tax, inventory, fulfillment, and status unchanged. The balance due goes up by the amount returned. For example, refunding $20 from a $100 payment returns money but keeps the $100 sale and its items; use the item-return flow when goods are coming back.
- For cash or check, record the refund in FlintPOS and return the actual money through your store's normal process. For a card, wait for the processor result.
- To fix a saved amount, follow Correct a recorded payment below. Use Remove payment entry only for an eligible mistaken record when no money is being returned. It does not issue a refund.
- If you also need to void a paid order, follow Refund & Void and finish the required refund first.
Correct a recorded payment
Only an admin or manager can edit an eligible payment.
- In Orders, open the order and find its payment history.
- Beside the eligible payment, choose Edit payment amount.
- Enter the correct amount, then choose Save amount. The amount must be above $0 and use cents.
- Check the payment history and order balance. If the edit is pending, wait for it to finish. Do not save it again while it is pending.
For cash, check, or external-card entries, this fixes the FlintPOS record and balance only. It does not send a charge or refund to a reader or payment provider. An On Account edit adds a non-taxable Account balance adjustment for the difference. It changes the order total, balance due, and customer debt; it does not collect money. Items and tax stay the same.
The edit is blocked if the payment has a refund recorded, belongs to a closed register, or another payment or refund is pending. Processed card and ACH payments cannot be edited this way. A payment labeled Check may be ACH; FlintPOS checks its processor record. Use the provider’s refund or reversal flow, then collect the corrected amount for processed card or ACH. Wait for any pending sync before you try again.
Field reference
| Field or action | Guidance |
|---|---|
| Online and keyed payments | This is the shared card-not-present path for online orders, phone orders, and keyed entry. Select one provider below. The provider-specific form is authoritative for account identifiers, keys, tokens, or other credentials; do not invent values or paste secrets into notes, tickets, or public documentation. |
| Stripe Payments | Choose Connect Stripe or Continue setup and finish Stripe’s steps. Wait for Ready before you turn on Stripe for card-not-present (CNP) payments. Save CNP Settings. A Stripe reader also needs a Stripe location and an S700 or S710 reader. |
| Square | Choose Connect with Square and sign in. Load its locations and choose the store location before saving. For a reader, load devices or use Create Pairing Code to link a terminal to this register. Turn on ACH only when Square has enabled it. |
| Dejavoo iPOSpays | Choose Sandbox / UAT or Production / Live. Enter the 12-digit TPN, API Key, Secret Key, and Ecom Token. Turn on iPOSpays CNP gateway for online or entered card payments. The fee switch saves fees sent by iPOSpays. Turn on iPOSpays ACH and enter the ACH processor ID only when the provider enables ACH. Copy the FEED callback URL to iPOSpays, choose HMAC, and enter its key. Save iPOSpays Settings, then Test API Credentials. |
| FluidPay | Choose Sandbox or Production. Enter the API Key and Public Key. Processor ID is optional. Use the Webhook Signature UUID for the same setting. Turn on 3D Secure only after it is enabled in FluidPay. The fee switch saves provider fees. The next switch adds tax to that fee. ACH is not offered in this setup. Save the online or reader settings. |
| Authorize.net | Choose Sandbox or Production. Enter API Login ID, Transaction Key, and Public Client Key. Turn on production eCheck only after Authorize.net enables it. A Signature Key can speed up payment notices. Save the setup, then add the web address shown to Authorize.net. eCheck stays pending until funding is checked. |
| Card reader payments | Use this for a card the customer taps, inserts, or swipes. Set up each reader on the register where staff will use it. |
| Provider credentials and verification | Enter provider details only in the secure form. Save and use its test action. A passing test checks the link; it does not prove that a live payment will work. Never share full card or bank details. |
| Tender | Choices include Cash, Card, Check, On Account, and Store Credit when the order allows them. Account and store credit need a customer. A paid account order cannot be charged to the account twice. |
| Amount and remaining balance | Pay amount starts at the balance due. You can take less, then use another payment for the rest. Card, check, and account payments cannot exceed the balance. |
| Cash and tendered cash | Enter the amount to apply and the cash received. FlintPOS shows the change due. A cash discount changes the amount and the change. |
| Card mode | Use the reader for a card the customer taps, inserts, or swipes. Other card choices can open the provider form or use a saved card. Follow the method shown. Do not enter card details when the reader is selected. |
| Check reference | Enter the check number or other reference the form asks for. FlintPOS records the check but does not check with the bank. |
| On Account | Charge only when the customer has enough available credit. Check the balance and limit first. The amount stays due until the customer pays. |
| Store Credit | Use the customer’s available store credit up to the amount due. Attach the customer first. Store credit and account debt are separate. |
| Save or replace card | Save or replace a card only after the customer agrees. The provider stores the card. FlintPOS shows a masked label, not the full card number or security code. |
| Processor fee and checkout tax | A card payment may include a fee and tax. Check the full total before you confirm. If TaxJar handles checkout tax, use its result. See Taxes and TaxJar. |
| Refund amount and reason | For a fixed refund, enter an amount above $0. For an item return, choose the item and amount; FlintPOS figures the total. Enter a reason that matches the return. |
| Refund methods | Choose Cash, Check, Store Credit, Apply to Balance, or Credit Card. Store Credit adds customer credit. Apply to Balance lowers what the customer owes. Read the warning if the refund method differs from the original payment. |
| Credit-card refund path | Depending on the payment, choose Physical Terminal Refund, Refund Original Transaction, Manual / Keyed Card Refund, or Record External Card Refund. Record only details the form asks for. Never enter full card details. |
| Refund approval and void | Some refunds need manager approval. To void a paid order, refund the full paid amount first. A partial refund is not enough. |
| Retrying a failed payment | Check the provider or reader result before you retry. If the result is unknown, check the order and provider first. Do not make another charge. For a saved card, check its status and the customer’s permission. |
Expected results
After a payment, check that payment history shows it once and the balance went down. A payment-only refund links to the first payment and raises the balance due. The order status, items, tax, stock, and pickup or delivery stay the same. Removing a mistaken entry does not return money. On Account adds money the customer owes; it does not collect cash.
Troubleshooting
- Card result is unknown or slow: stop. Refresh the order and check payment history and the provider or reader result before trying again.
- Payment is missing: check the order number, payment history, and register session. Do not charge again until you know whether the first try worked.
- Refund is unavailable: check the original payment, order, and your role. FlintPOS shows refund actions only when the order and payment can use them. Some refunds need a manager.
- Refund is pending or unclear: do not send another refund. Check the same payment and provider result first.
- The customer returned goods: use the item return and refund action. A payment-only refund does not return stock or change the sold items.
- You chose Remove payment entry: that fixes an eligible mistaken record. It does not send money back. Use the refund action when you need to return money.
- Tax looks wrong: check the sale location and product tax setup before collecting payment. Do not change a payment to hide a tax error.