Recording Offline Payments

Recording Offline Payments

What Are Offline Payments?

Offline Payments is a feature that allows you to record and track payments collected outside of OpenCampground's integrated payment system. This is useful when guests pay through external platforms, third-party processors, or other non-integrated payment methods.

When to Use Offline Payments

Use this feature when recording payments processed through:

  • External payment processors (not integrated with OpenCampground)
  • Third-party booking platforms
  • Mobile payment apps
  • Other non-integrated payment systems

How to Record an Offline Payment

Access the Feature

The Record Offline Payment button is available on:

  • Newly created reservations
  • Existing reservations that require payment recording

Step-by-Step Process

  1. Open the Reservation
    • Navigate to the reservation requiring payment recording
    • The reservation can be new or existing
  2. Start Recording Payment
    • Click the button labeled "Offline Payment method" 
  3. Enter Payment Details
    • Payment Method: Select from the dropdown menu of external payment options
    • Payment Date: Enter the date the payment was processed
    • Reference Number: Enter the transaction ID or reference number from the external processor. Do not enter in full credit card details as this is against OpenCampgrounds Terms and Conditions. 
    • Last 4 Digits: Enter the last 4 digits of the card used (if applicable)
  4. Save the Payment Record
    • Review all entered information for accuracy
    • Click Pay 

Benefits of Recording Offline Payments

  • Complete Payment Tracking: Maintain accurate records of all payments regardless of processing method
  • Reconciliation: Easier financial reconciliation with external payment processors
  • Guest Records: Complete payment history for each guest and reservation
  • Reporting: Include offline payments in financial reports and analytics

Important Notes

  • Offline payment recording is for documentation purposes only
  • The actual payment processing must be completed through your external processor
  • Always verify payment completion before recording in OpenCampground
  • Keep external processor receipts and confirmation emails for your records

    • Related Articles

    • How to setup Credit Card Payments

      What are Online Guest Reservations? Guest Reservations is a handy feature that lets your customers book and pay for their stay right from your website. It's like having a 24/7 booking desk! OpenCampgrounds previous platform used the term "Remote ...

    • How to Take a Terminal Payment

      Prerequisites Before taking terminal payments, ensure you have the following configured: Merchant Account: You must have a merchant account with one of our integrated card processors: Priority Payments CardConnect Payment Configuration: Configure ...

    • Group Reservations

      A Group Reservation is a booking for multiple sites or units at once. Perfect for families, clubs, or organizations planning to camp together. This feature allows guests to reserve several spots in one transaction, ensuring everyone in the group ...

    • Viewing Reservations in OpenCampground

      Overview The Reservations view displays all current reservations in your system. For users familiar with the legacy version of OpenCampground, this view replaces the "In Park List" functionality, providing enhanced filtering and management ...

    • Pay at Time of Check-in

      What is "Pay at Time of Check-in"? "Pay at Time of Check-in" is a feature in OpenCampground that lets you book a spot for guests now, but collect payment later when they arrive at your campground. Why Use This Feature? This feature is helpful when: ...