How do I record that a customer paid, and when is an order "Paid"?
When an order is marked paid automatically for each payment method, how to use "Record Payment" when you collect the money yourself, and why an empty amount or one below the total is refused.
In this article
Every order has a payment status that's separate from its stage: "Unpaid", "Paid" or "Refunded". This article explains when an order is marked paid on its own, and when you need to record it yourself with "Record Payment".
When is an order marked paid automatically?
| Payment method | When does it become "Paid"? |
|---|---|
| Cash on delivery | As soon as you move the order to "Shipped" or "Completed" with "Change Status" — or earlier, if you record the payment yourself. |
| Customer wallet | Immediately at checkout, because the amount is taken from the customer's balance in your store. |
| Online payment (Paymob / Kashier) | An order is marked paid only when the payment gateway confirms the payment — changing the status to "Shipped" or "Completed" does not mark it paid, and "Record Payment" isn't shown for these orders at all. |
Important: order money never goes into your Elmatajer wallet. With cash on delivery, you (or your courier) collect the money directly. "Paid" here means you've recorded that the money was collected.
How do I record a payment myself?
Use "Record Payment" if you received the money before shipping, or if the order was delivered and you want to record the exact amount collected.
- Open the order from Orders.
- In the "Actions" card, click "Record Payment" (shown only when the order is unpaid, not cancelled, and not a Paymob or Kashier order).
- A window opens showing the "Order Total". Type the amount you received in "Cash Received". This field is required — without an amount the payment isn't recorded.
- If you received more than the total, "Change due" works out the change you owe the customer.
- Click "Confirm Receipt".
The badge then changes to "Paid", the Actions card shows "Payment received", and the action is logged in the "Activity Feed".
Amount empty or below the total?
If you leave "Cash Received" empty, the payment isn't recorded; type the amount you actually received.
If you enter less than the order total, you'll see "The amount received is less than the order total." and the payment is not recorded. There are no partial payments on an order: the amount received must equal the total or more.
Notes
- There's no button to undo a recorded payment, so double-check before confirming.
- Paymob and Kashier orders can't be marked paid by hand; only the payment gateway confirms them.
- If you cancel a paid order, its payment status may change to "Refunded" — see How do I cancel an order or refund a customer?.
Was this article helpful?