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Configuring Payment Methods
What you’ll learn
After reading this guide, you’ll be able to:
- Add new payment methods so customers can pay with credit cards, vouchers, or any other payment type your business accepts
- Set up surcharges for specific payment methods (like credit card fees)
- Manage and update your payment methods as your business needs change
What you’ll need
Before you start, make sure you have:
- Access to the HQ (Head Office system)
- Manager or admin permissions
- A list of payment methods your business accepts (beyond cash and card)
- Surcharge amounts for any payment methods that require them (check your merchant agreements)
Understanding payment methods
Payment methods are the different ways customers can pay for their purchases - like cash, card, vouchers, gift cards, or mobile payments.
Your Paimnt system comes pre-configured with:
- Cash: Ready to use immediately
- EFTPOS/Card: Works with your integrated card terminal
If you accept other payment types, you’ll need to add them manually.
Why set up payment methods
Each payment method you set up:
- Appears as an option at the till when taking payment
- Shows in your reports so you can track how customers are paying
- Can have a surcharge attached (like credit card processing fees)
📖 What this means: If you accept gift vouchers, gift cards, or store credit, you need to create a payment method for each one so your team can process those payments correctly.
Common payment methods to add
✅ Best practice: Only add payment methods you actually use. Too many options can confuse staff at the till.
How to add a payment method
Step 1: Open the payment methods screen
- Go to the Site section in the navigation bar
- Click Payment Methods
You’ll see your current payment methods listed alphabetically.
Step 2: Create the payment method
- Click the + button at the end of the list
- The “Create New Payment Method” window opens
- Enter a clear name (this is what staff will see at the till)
- If this payment method requires a surcharge:
- Enter the surcharge percentage
- Toggle the switch next to the surcharge line to turn it on
- Click Save
✅ Best practice: Use names your team will instantly recognize. “Gift Voucher” is better than “GV” or “Voucher Type 1”.
💡 Tip: Check your merchant agreements before setting surcharges. Some payment providers don’t allow surcharging, and there may be legal limits in your region.
How to edit a payment method
🚨 Heads up: Changing a payment method name affects your till buttons and historical reports. Read the impacts below before making changes.
To edit a payment method:
- Go to Site → Payment Methods
- Click the 3 dots in the top right of the payment method you want to edit
- Select Edit
- Make your changes
- Click Save
What happens when you change a payment method name
⚠️ Important: Understand these impacts before renaming:
✅ Best practice: If you’re just fixing a typo, go ahead and update. But if you’re making a major change (like “Card” to “Credit Card”), consider whether it’s worth updating all your till buttons. Sometimes it’s easier to keep the existing name.
How to delete a payment method
🚨 Heads up: You can delete payment methods, but historical sales data will remain unchanged.
To delete a payment method:
- Go to Site → Payment Methods
- Click the 3 dots in the top right of the payment method you want to delete
- Select Delete
- Confirm you want to delete it
⚠️ Important: Any payments taken with this method before deletion will still appear in historical reports and sales reviews using the old payment method name. This preserves your historical data accuracy.
✅ Best practice: Only delete payment methods you no longer accept. If you’re just renaming, use the edit function instead.
Setting up default price lists (advanced)
If your business has different pricing for different situations (like dine-in vs takeaway), you can set which price list each till or location uses by default.
📖 What this means: You can have one till charging dine-in prices and another till (like at a bottle shop counter) charging takeaway prices, even when selling the same products.
How default price lists work
By default, your tills use:
- Price List 1: Standard pricing
- Price List 2: Member pricing (if you have members)
You can override these defaults at different levels:
- Organisation level: All tills use these price lists
- Site level: All tills at a specific location use these price lists
- Location level: All tills in a specific area use these price lists
- Till level: One specific till uses these price lists
💡 Tip: More specific settings override general ones. A till-level setting beats a site-level setting.
Example 1: Two stores with different pricing
Coastal Cafe has two stores that sell the same products at different prices:
Store 1:
- Default Price List: 1 “Store 1 Standard”
- Member Price List: 2 “Store 1 Members”
Store 2:
- Default Price List: 3 “Store 2 Standard”
- Member Price List: 4 “Store 2 Members”
Same products, different prices automatically based on location.
Example 2: Restaurant with attached bottle shop
The Riverside Bistro has dining areas and a takeaway bottle shop:
Bar Till:
- Default Price List: 1 “Dine-in”
- Member Price List: 2 “Members”
Restaurant Till:
- Default Price List: 1 “Dine-in”
- Member Price List: 2 “Members”
Bottle Shop Till:
- Default Price List: 3 “Retail”
- Member Price List: 4 “Retail Members”
The bottle shop automatically charges lower retail prices while dining areas charge dine-in prices.
Where to configure default price lists
You’ll find default price list settings in the Till Configuration section of your settings.
⚠️ Important: You must create your price lists first before assigning them as defaults.
Common questions
Q: What’s the difference between Cash and EFTPOS that are pre-configured?
Cash is for physical cash payments. EFTPOS connects to your integrated card terminal for card payments. Both are ready to use immediately.
Q: Do I need to add “Credit Card” and “Debit Card” separately?
Usually no. If you use an integrated EFTPOS terminal, both credit and debit cards go through the same “Card” or “EFTPOS” payment method. Only add separate payment methods if you process them differently.
Q: Can I add a flat fee instead of a percentage surcharge?
The system currently supports percentage-based surcharges. If you need a flat fee, consider whether you can convert it to a percentage or build it into your product prices.
Q: What if I want different surcharges for credit vs debit cards?
Create two separate payment methods: “Credit Card” (with surcharge) and “Debit Card” (no surcharge). Configure your till buttons accordingly.
Q: Can I hide payment methods from certain tills?
Payment methods appear at all tills once created. Train your team on which payment methods to use at which locations, or use till permissions to control access.
Next steps
Now that your payment methods are set up, you’re ready to:
- Add payment method buttons to your till keyboards so staff can select them during sales
- Train your team on when to use each payment method
- Set up reports to track payment method usage and surcharge income
- Configure default price lists if you have different pricing scenarios