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Recording Offline Payments

Role Required: SOCIETY_ADMIN
Navigation: Sidebar → Bookings → Record Offline Payment
Last Updated: March 2026 | Portal Version: 1.0

Overview​

When citizens make payments outside the Razorpay online gateway — by cash, cheque, demand draft, NEFT, RTGS, IMPS, or UPI transfer — you must record these payments in the system. Recorded payments follow a Maker-Checker workflow: one admin records the payment (Maker) and a different admin verifies it (Checker). This ensures financial integrity.

Offline Payment Status Flow​

RECORDED  →  VERIFIED  (confirmed by a different admin)
    ↓
  VOIDED    (cancelled — e.g., cheque bounce)
StatusMeaning
RECORDEDPayment logged by Society Admin but not yet verified — does NOT count toward booking progress
VERIFIEDPayment confirmed by another admin — counts toward booking progress
VOIDEDPayment cancelled (e.g., cheque bounced, incorrect entry) — does NOT count
important

Only VERIFIED offline payments are included in booking progress calculations and financial reports. A payment in RECORDED status has zero financial effect until verified.

Supported Payment Modes​

ModeRequired FieldsOptional Fields
CASHAmount, Payment DateNotes
CHEQUEAmount, Payment Date, Cheque Number, Bank Name, Bank Branch, Cheque DateNotes
NEFTAmount, Payment Date, UTR Number, Bank NameNotes
RTGSAmount, Payment Date, UTR Number, Bank NameNotes
IMPSAmount, Payment Date, UTR Number, Bank NameNotes
DD (Demand Draft)Amount, Payment Date, DD Number, Bank Name, Bank BranchNotes
UPIAmount, Payment Date, Transaction IDNotes

Step-by-Step: Recording a Payment​

  1. Navigate to Bookings → Record Offline Payment (or open a booking detail and click Record Payment)
  2. Select the Booking from the dropdown (search by booking ID, member name, or plot number)
  3. Enter the Amount (₹) — must be greater than zero
  4. Select the Payment Mode (Cash / Cheque / NEFT / RTGS / IMPS / DD / UPI)
  5. Enter the Payment Date — the actual date the citizen made the payment (not today's date if different)
  6. Fill in mode-specific fields:
    • Cheque: Cheque Number, Bank Name, Branch, Cheque Date
    • NEFT/RTGS/IMPS: UTR Number, Bank Name
    • DD: DD Number, Bank Name, Branch
    • UPI: Transaction ID
  7. Add Notes if needed (e.g., "Advance for Plot B-12, received at office")
  8. Click Record Payment

What Happens After Recording​

  • A unique Payment Number is generated: OP-YYYY-NNNNNN
  • Status is set to RECORDED
  • A Receipt Number is auto-generated
  • The payment appears in the booking's payment history (marked as RECORDED/Unverified)
  • A notification is sent to the citizen confirming the payment was logged
  • The booking progress bar does NOT update yet — verification is required

After Recording: Next Steps​

After you record a payment, it must be verified by another admin to take effect. See Receipt Verification for the verification process.

Viewing Recorded Payments​

  1. Navigate to Bookings → Offline Payments (or open any booking → Payment History tab)
  2. Filter by:
    • Status: RECORDED / VERIFIED / VOIDED
    • Payment Mode: Cash / Cheque / NEFT / etc.
    • Date Range: Payment date range
    • Layout: Specific layout

Payment List Columns​

ColumnDescription
Payment NumberOP-YYYY-NNNNNN
BookingBooking ID and member name
Amount₹ amount
ModeCASH / CHEQUE / NEFT / etc.
DatePayment date
StatusRECORDED / VERIFIED / VOIDED (color-coded)
Recorded ByAdmin who recorded
Receipt #Receipt number

Voiding a Payment​

If a payment was recorded in error, or a cheque bounces:

  1. Open the payment detail
  2. Click Void Payment
  3. Enter the Void Reason (required) — e.g., "Cheque bounced", "Duplicate entry", "Wrong amount"
  4. Confirm the void action
  5. The payment moves to VOIDED status
  6. If the payment was already VERIFIED, voiding it will reduce the booking's paid amount
  7. The void is logged in the audit trail with your user ID and timestamp
Only Void Before Booking Completion

If a booking has been marked as COMPLETED and the plot marked as SOLD, voiding a payment is a significant action. Ensure you understand the financial implications before proceeding.

Common Scenarios​

"Citizen brought cash payment but I can't find their booking"​

  1. Search by the citizen's name or membership number
  2. If the citizen has no active booking, the payment cannot be recorded against a booking
  3. If it's a membership fee payment, use the membership payment flow instead (not the booking offline payment)

"I entered the wrong amount"​

  1. Void the incorrect payment with reason "Incorrect amount"
  2. Record a new payment with the correct amount
  3. Do NOT edit the existing payment — maintaining the audit trail is essential

"Payment was for membership, not booking"​

Offline payments on this page are for bookings only. Membership fee payments are recorded separately through the membership management section. If you logged a membership payment here by mistake, void it and record it in the correct section.