Learn to manually log transactions so you’re always prepared — even if you exclusively sell online.
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Home > Ontraport for payments > Taking payment > Manual transactions
Home > Taking payment > Manual transactions
Manual transactions
You'll learn:
- How to create new transactions and add your offers
- How to charge a credit card manually
- How to log an offline transaction so you can accept cash payments when needed
- How to send invoices to your customers
Matthew Bixby
Manual transactions
Learn to manually log transactions so you’re always prepared — even if you exclusively sell online.
- How to create new transactions and add your offers
- How to charge a credit card manually
- How to log an offline transaction so you can accept cash payments when needed
- How to send invoices to your customers
Course Instructor
Matthew Bixby
Related resources
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Transcript
Even if you plan to sell your stuff online only, you should still know how to run manual transactions.
In this video, I’ll show you how to manually log transactions for your customers.
I’ll run through how to:
1. Create new transactions
2. Add your offer
3. Charge credit cards and log offline transactions, and
4. Choose your invoice.
Ready? Let’s go.
First, click on one of your contacts. In the top bar, you’ll see an item that says ‘Log transaction’.
You can also go to the transactions collection, which is in the purchases tab here, and click ‘new transaction.
Now choose your offer. If you have a saved offer, just grab it from the “Load a saved offer” dropdown.
If you don’t have any saved offers, just setup one manually. Our “Types of offers” video has more information about all the different offers you can set up.
Once you’re happy with the offer you’ve chosen, head to the “Payment Information” section. This is where you’ll decide if you want to Charge your contact’s credit card or Log an offline transaction.
If you click “Charge credit card,” you’ll see some card information fields on your screen.
If there’s a credit card saved in your customer’s contact record, you can select it from the “Select Credit Card” dropdown. Or, you can click “Add New Credit Card” to add a new one.
If you’re making a transaction outside of Ontraport, select “Log offline transaction.” You’ll use this option if you’re accepting cash or checks so you can still track the sale in your account. This will add the transaction to the contact’s record and their purchase history.
Whether you charge a credit card or log the transaction offline, you’ll be prompted to fill in some invoice details.
If you’re charging a credit card, use the “Invoice details” section to choose your payment gateway and the invoice template you want to send.
But if you’re logging an offline transaction, you won’t need to choose a payment gateway, since you’re not processing a card. But you can choose the invoice you want to send, if any, and the invoice date.
When you’re happy with all your settings, click “Submit” to run your transaction.
When you click submit, a couple of different things might happen: the transaction will either be successful or will fail.
If it fails, you’ll see a pop up asking what you’d like to do with it. Your options will be to ‘mark transaction as failed’ or to ‘mark as unpaid and run collections’.
Here’s what that means.
Sometimes, people try to buy from you and if the card declines, you just don’t deliver the goods. In that case, they don’t owe you anything… it just didn’t work out. So, you’d mark this transaction as failed.
Other times, you may have already delivered your products or services, so if the card fails, they still owe you the money.
In that case, you may choose to mark this as an unpaid transaction and send it to your collections process, which we’ve covered in another video called collections and dunning. That’ll probably kick off an email saying ‘hey you owe me some money - go update your card’ or something along those lines.
Ok. Good work, you’re now a pro at logging manual transactions!
You’re now prepared if you ever make a sale in person or over the phone. If that happens, you’ll be glad that you know how to manually run a transaction.
If you keep watching this payment series, I’ll show you how to set up refunds
In this video, I’ll show you how to manually log transactions for your customers.
I’ll run through how to:
1. Create new transactions
2. Add your offer
3. Charge credit cards and log offline transactions, and
4. Choose your invoice.
Ready? Let’s go.
First, click on one of your contacts. In the top bar, you’ll see an item that says ‘Log transaction’.
You can also go to the transactions collection, which is in the purchases tab here, and click ‘new transaction.
Now choose your offer. If you have a saved offer, just grab it from the “Load a saved offer” dropdown.
If you don’t have any saved offers, just setup one manually. Our “Types of offers” video has more information about all the different offers you can set up.
Once you’re happy with the offer you’ve chosen, head to the “Payment Information” section. This is where you’ll decide if you want to Charge your contact’s credit card or Log an offline transaction.
If you click “Charge credit card,” you’ll see some card information fields on your screen.
If there’s a credit card saved in your customer’s contact record, you can select it from the “Select Credit Card” dropdown. Or, you can click “Add New Credit Card” to add a new one.
If you’re making a transaction outside of Ontraport, select “Log offline transaction.” You’ll use this option if you’re accepting cash or checks so you can still track the sale in your account. This will add the transaction to the contact’s record and their purchase history.
Whether you charge a credit card or log the transaction offline, you’ll be prompted to fill in some invoice details.
If you’re charging a credit card, use the “Invoice details” section to choose your payment gateway and the invoice template you want to send.
But if you’re logging an offline transaction, you won’t need to choose a payment gateway, since you’re not processing a card. But you can choose the invoice you want to send, if any, and the invoice date.
When you’re happy with all your settings, click “Submit” to run your transaction.
When you click submit, a couple of different things might happen: the transaction will either be successful or will fail.
If it fails, you’ll see a pop up asking what you’d like to do with it. Your options will be to ‘mark transaction as failed’ or to ‘mark as unpaid and run collections’.
Here’s what that means.
Sometimes, people try to buy from you and if the card declines, you just don’t deliver the goods. In that case, they don’t owe you anything… it just didn’t work out. So, you’d mark this transaction as failed.
Other times, you may have already delivered your products or services, so if the card fails, they still owe you the money.
In that case, you may choose to mark this as an unpaid transaction and send it to your collections process, which we’ve covered in another video called collections and dunning. That’ll probably kick off an email saying ‘hey you owe me some money - go update your card’ or something along those lines.
Ok. Good work, you’re now a pro at logging manual transactions!
You’re now prepared if you ever make a sale in person or over the phone. If that happens, you’ll be glad that you know how to manually run a transaction.
If you keep watching this payment series, I’ll show you how to set up refunds
settings
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