Overview
Offline payment lets you record a payment under a name you define - for example Bank Transfer, PayNow, or SGQR - when the money is collected outside Ideku. The POS records the payment method and amount for your bookkeeping, but the actual transaction does not go through a payment gateway or terminal.
This is different from an online payment (Stripe, GDC, AXS), where Ideku drives a real charge through the integrated gateway. With offline payment, you handle the money yourself and simply tell the POS which method was used.
When to Use
Use offline payment for any tender you settle outside the system - a manual bank transfer, a QR code scanned on a separate device, a voucher, or any custom method you want to track by name. It keeps all your sales in one place for reporting, even when the payment itself happens elsewhere.
Note Cash is a built-in offline method. It is always available at checkout and always appears first in the list - you cannot edit or delete it. The offline methods you add sit alongside Cash.
Add an Offline Payment Method in the Portal
Open Payment Offline
In the Merchant Portal, go to Integration → Payment, then open the Payment Offline card. You will see the list of your offline methods, with Cash already at the top. A master toggle at the top turns the whole offline-payment set on or off.
Add a Payment Method
Click Add Payment. First choose the type:
- Single — the payment name shows directly at POS checkout.
- Group — a parent that holds several payment names; the child names appear after the cashier selects the parent (useful for grouping several manual methods together).
Then fill in the Add Payment Method form:
- Payment Name — the name shown at checkout and in reports (up to 17 characters), for example “Bank Transfer” or “SGQR”.
- Service Type — where the method is offered: Dine In, Takeaway, and/or Delivery.
- Record and Display On — controls whether this method’s totals are included in your Dashboard, Order Analytics, Orders, Shift, and Sales Itemized reports (see below).
- Employee Credit — mark the method so it appears under employee credit.
- Logo Payment — optionally upload a logo (max 1 MB).
Save the method when done.
Activate It
A method appears on the POS only when it is active at two levels: the master toggle for the offline set (top of the list) must be on, and the individual method’s Status must be Active. Once active, it syncs to your POS devices and is ready to use.
Note Offline payment methods are not currency gateways - you cannot “connect” them like Stripe or GDC. They are simply names you record against a sale. You handle the actual collection (the bank transfer, the QR scan, the cash) yourself.
Taking an Offline Payment at the POS
At checkout, your active offline methods appear as payment options alongside Cash. When the cashier selects one, the POS marks the order paid and complete with that payment name recorded on the order - no gateway or terminal is called. The receipt and order detail show the recorded method (for example “Bank Transfer”).
Caution Recording is not the same as collecting. Because the money does not pass through Ideku, the POS cannot confirm that an offline payment actually arrived. Verify the transfer, QR payment, or cash yourself before completing the order - selecting the method only books it in your records.
Offline Payment on Customer Channels
On the self-service channels, the offline option lets the customer place the order now and pay later at the counter. In both cases the order arrives on the POS unpaid, and staff settle it (see the next section).
QR Ordering (IdeFood)
If only offline payment is enabled for QR ordering, the customer sees Pay Later at checkout. Choosing it sends the order to the POS as an unpaid order to be paid at the counter. For instructions on how to configure QR Order payment settings, please refer to this link.
Kiosk
On the Kiosk, the offline option is Pay at Counter. The customer places the order and is directed to the counter; the order arrives on the POS unpaid for staff to settle. For instructions on how to configure Kiosk payment settings, please refer to this link.
Settling Unpaid Orders on the POS
Orders that came in unpaid (QR Pay Later or Kiosk Pay at Counter) show a Pay action. Tap it, choose the payment method the customer actually used - an offline method, Cash, or an online one - and the order is recorded as paid and complete with that method. Unpaid orders can also be cancelled if needed.
How Offline Payment Shows in Shifts and Reports
In the shift and daily reports, payments are grouped by payment method name, each with a transaction count and a total. Cash, your offline methods, and any online methods all appear side by side by name.
The Record and Display setting decides how each method is counted:
- Record and Display On — the method’s totals are included in your sales and in the shift’s Amount Received - this is money you take at the counter and reconcile in the shift.
- Record and Display Off — the method still records on the order, but it is shown with an (Exclude) label and rolled into Excluded Sales - treated as settled outside the shift and left out of the till reconciliation.
Turn Record and Display on for methods that represent money you actually collect and want counted in your sales and shift; turn it off for tenders you want recorded on the order but kept out of your sales totals.
Caution The POS reconciles Cash against the drawer (opening, closing, expected, and the difference). It does not verify that other offline money (for example a bank transfer) actually arrived - it only totals it by name. Matching offline payments to the real funds is a manual step you should do when closing.
Best Practices
- Name methods clearly and consistently (for example “Bank Transfer”, “SGQR”) so reports are easy to read.
- Keep Record and Display on for money you actually collect; use it off only for tenders you deliberately want excluded from sales.
- Always confirm the real payment (transfer, QR, cash) before completing the order - the POS trusts whatever the cashier records.
- Use Service Type to limit a method to where it makes sense (for example a delivery-only manual method).
- At shift close, reconcile Cash against the drawer and manually check offline totals against your bank/QR records.
- Create a dedicated offline method (for example "Training" or "Test") with Record and Display turned off for transactions you do not want recognized — such as staff training, demos, or trial runs. Because Record and Display is off, these are shown with an "(Exclude)" label and kept out of your reported sales and shift totals.
Common Pitfalls
- Method not showing at checkout - the master toggle is off, or the method’s Status is inactive, or its Service Type does not match the order.
- Assuming an offline payment was collected - recording the method does not confirm the money arrived; verify it yourself.
- Sales look too low - a method has Record and Display off, so its total is in Excluded Sales rather than your main sales.
- Expecting a gateway or terminal prompt - offline methods never call a gateway; they only record the name and amount.
- Trying to edit or delete Cash - Cash is built in and always available; it cannot be changed or removed.