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BayWise PaymentsFAQ

Frequently Asked Questions

General

What payment methods does BayPay support?

BayPay supports five payment methods: cash, card, bank transfer, cheque, and payment links. Cash and card transactions settle instantly. Bank transfers and cheques can be recorded as instant or credit depending on whether funds have cleared. Payment links are inflow-only and settle automatically when the customer pays. See the Payment Method Reference for full details.

Can I use BayPay without BayWise Scheduler?

Yes. BayPay operates as an independent product within the BayMax platform. Without the Scheduler, you use the Business Tab in the Financial Modal to record income and expenses against categories rather than vehicle entities. The Vehicle Tab and Collection Queue are only relevant when Scheduler entities exist.

How does BayPay handle multiple currencies?

BayPay operates in a single currency per organisation, configured in Settings > Preferences. Multi-currency support (recording transactions in a different currency with exchange rate tracking) is not available in v0.

Recording & Transactions

What happens if I record a payment on the wrong entity?

Void the incorrect transaction, selecting the appropriate void reason (e.g., “Recorded in error”), then re-record the transaction on the correct entity. Voided transactions remain in the ledger for audit purposes but no longer affect balances. See Transaction Statuses for details on voiding.

How does insurance split work?

When an entity is flagged as an insurance job, the Financial Modal splits the collection into customer excess and insurance portion. The customer excess is typically collected at delivery (instant settlement), while the insurance portion is recorded as a credit transaction with pending settlement status until the insurer pays.

Can I export transaction data?

Yes. The CFO Dashboard and entity ledger views support data export via the shell’s Report Engine. Exports are available in PDF and Excel formats.

Day Close

Can I reopen a closed day?

No. Day Close is a terminal operation. Once a day is closed, it cannot be reopened. If a correction is needed, record an adjusting transaction on the next open day with a note referencing the original entry.

How does the Day Close cash count work?

At end of day, the cashier enters the physical cash count for each denomination. BayPay compares this against the expected cash balance (opening balance plus cash inflows minus cash outflows). Any variance is recorded. Only cash transactions affect the cash drawer count — card, bank transfer, cheque, and payment link transactions are excluded.

Processors & Payment Links

What payment processors are supported?

BayPay supports processor integrations for card payments and payment links. Processors are configured per location in Settings > Processors. Each location can have multiple processors active, with one set as the default.

Expired payment links can no longer be used by the customer. The associated transaction remains in pending settlement status. The cashier can generate a new payment link or record payment through an alternative method.

Can different locations use different processors?

Yes. Processor configuration is per-location. Each location can activate different processors, set different defaults, and use independent API keys and webhook URLs.

Tax & Settings

How does BayPay handle tax?

Tax is configured per location in Settings > Tax. You set a jurisdiction code, tax group, and component breakdown (e.g., GST at 10%). The system applies tax calculations to transactions based on this configuration. Contacts can be flagged as tax-exempt to skip tax calculation. See the Settings Glossary for all tax settings.

Settings GlossaryChangelog