Payment methods

A payment method says how the customer pays: bank transfer, card, cash on delivery, or anything else you accept. Every order has one. Invoices use the same list.

Where to find it: Sales → Configuration → Payment methods

When you'll use it

• You accept a way of paying that is not on the list.
• You want to describe a method so that colleagues know when to use it.
• A method is no longer offered and should not be chosen on new orders.
• An integration added a method, and you want to give it a clearer description or colours.

Key concepts

• A label on the order. You choose the method in Payment method when you create an order, and you can change it on the order's edit form. It does not record any money. That is done in Payments.
• System methods. Four methods are built in: Bank transfer, which a new order starts on, Payment card, Cash on delivery and Other. They are marked System. You can change their description and colours, but not their names, and you cannot deactivate them.
• Imported orders. On an integration, you can map the shop's payment types to your methods. See Integration mappings. A payment type without a mapping gets a matching system method where possible, for example Cash on delivery for the shop's cash-on-delivery payment, and Other otherwise. Some integrations still add a new method with the shop's own name, for example when the shop sends the payment as free text.
• Deactivate, not delete. A method cannot be removed, because old orders still carry it. Deactivating it hides it from the choice on new orders.
• Orders remember the method by its name. Renaming a method does not rename it on orders that already have it. They keep showing the old name.
• The method does not make an order cash on delivery. On an order you create, only the separate Cash on delivery switch decides whether the carrier collects money. See Cash on delivery. Choosing the method Cash on delivery without the switch only labels the order. On an imported order paid by cash on delivery, Complaia switches it on for you.

The screen

The screen is a list with one method per row:

Column	What it shows
Dot	Whether the method is active or inactive. Hover over it to read which
Name	The method as a badge, with System next to built-in ones
Description	The optional description
Actions	The pencil opens the method. Your own active methods also have a bin (Deactivate). Inactive methods have Reactivate

The header has Refresh and New method. You can filter the list by name and by active or inactive.

Changes you make here reach open order forms and integration pages at once, also those of your colleagues.

📷 Screenshot to add: the Payment methods list with the four system methods and one added by hand

Common tasks

Add a method

1. Click New method.
2. Type the Name.
3. Optionally add a Description.
4. Change Badge background, Border and Text. Preview shows the result.
5. Click Create.

You can now choose the method in Payment method on orders.

Edit a method

1. Click the pencil on the method.
2. Change the name, description or colours. On a system method, the name is greyed out.
3. Click Save.

Rename a method only before it is in use. Orders that already have it keep the old name. An integration that still maps a payment type to the old name adds that name to the list again.

Deactivate a method

1. Click the bin on the method.
2. Confirm Deactivate. The method disappears from the choice on new orders. Older orders keep it.

Bring a method back

1. Find the inactive method. The active filter narrows the list to inactive ones.
2. Click Reactivate.

When it doesn't work

What you see	Why	What to do
A payment method with this name already exists. Choose another name.	The name is taken, possibly by an inactive method or by a system method	Use another name, or bring the existing method back
The name of a system method is greyed out, and it has no bin, although the text under the page title says system methods can be hidden or renamed	System methods cannot be hidden or renamed. Only their description and colours can be changed	Nothing to do
A method is missing from Payment method on an order	It is inactive	Bring it back
This payment method does not exist. Choose an existing method or create a new one in the payment method settings. when saving an order	The order's method was deactivated in the meantime	Choose an active method on the order
The carrier did not collect money although the method is Cash on delivery	The Cash on delivery switch on the order was off	Set the switch to Yes on the order before creating the shipment
Imported orders show Other as the method	The shop's payment type is not mapped to one of your methods	Map it on the integration. See Integration mappings
A method you never created is on the list	An integration added it, for example from a free-text payment name or from a mapping to a name that did not exist	Keep it and edit its description and colours, or change the mapping on the integration
The screen does not open and you land on the dashboard	Your role lacks Orders: Statuses	Ask an administrator to add it

Permissions

To do this	You need
See the method on orders and choose one on an order	Orders: View (and Orders: Create or Orders: Edit to save the order)
Open this screen; add, edit, deactivate and bring back methods	Orders: Statuses

Related

• Payments — recording what was actually paid
• The order record — where the method is chosen
• Order sources · Order statuses
• Integration mappings — how a shop's payment types are matched to yours