Offline payments are any payments that aren't processed directly by Playground, like cash, check, or third-party payment tools like Venmo or Zelle. You can still use Playground's Billing feature to keep track of these payments.
💡 There are no processing fees for recording offline payments in Playground.
Record an Offline Payment
🚨 It is important to record offline payments in a timely manner so that guardians do not receive overdue notices from Playground in error. If your entire program only collects cash or check payments, we recommend turning off automated Overdue Reminders in your Payment Settings.
From your Admin Dashboard, navigate to the Transactions tab under the Billing section.
Click Record offline payment.
A Record Offline Payment pop-up will open with fields for the student name, payment amount, payment method, and descriptions, as well as a box to check if the payment is tax deductible, a subsidy, or donation.
If you select Check as the payment method, a checkbox will appear to let you mark whether the check has been deposited.
When all the appropriate information is entered, click Record $ payment.
You'll be returned to the Debit Transactions page with a notification that the payment was successfully recorded.
You can now view the recording of this offline payment by clicking Credits at the top of the screen near Debits.
Check Payments
Check payments can be recorded as undeposited (und) or deposited (dep).
Record undeposited check: From the record offline payment window, select Check as the payment method.
Record deposited check: From the record offline payment window, select Check as the payment method, select the checkbox next to Deposited, and add the date the check was deposited.
Mark a Previously Entered Check as Deposited
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From your Admin Dashboard, navigate to the Transactions tab under the Billing section. Click the Credits tab.
You can utilize the Filters to sort by Check Payment type.
Click on the pencil icon next to the offline payment you wish to mark as deposited.
Click the Deposited checkbox and enter the Deposit date.
Click Save.
You will now see your recorded offline payment update from undeposited (und) to deposited (dep).
Mark Checks Deposited in Bulk
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From your Admin Dashboard, navigate to the Transactions tab under the Billing section.
Click on the blue Actions button in the top right corner and click Mark Deposited.
The Mark Checks as Deposited window will appear. Select the date of your check deposit.
Search for the students included in the deposit on that date and select the checkbox to the right of their name.
Once completed, click Save in the bottom right corner.
View an Offline Payment
You can view offline payments recorded for a specific student by navigating to their profile page.
From your Admin Dashboard, under the Students tab, use the search bar to find a student and then click on their name to view their profile.
Click on the Payments tab.
Click Credits.
Edit an Offline Payment
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From your Admin Dashboard, navigate to the Students tab and click on the child's name.
Click on the student's specific Payments tab and then click Credits.
To edit the offline payment, click on the three dots on the far right of the payment entry, then select Edit.
You can edit the amount, date, and description of the transaction. Click Save once completed.
Record Offline Payments in Bulk
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💡 Playground refers to entering bulk offline payments as recording an offline deposit.
From your Admin Dashboard, select the Billing tab and then select the Transactions sub-tab.
In the top right corner, click Actions and then click Add Deposits.
The Add offline deposit window will appear. Select the date that you deposited the payments in the Deposit date field.
Next, near the student's name for whom you received a payment, record the amount and payment type.
Once completed, click the Save button in the bottom right corner.
🚨 Checks recorded in bulk will be marked as undeposited. If the check has already been deposited, follow the mark deposited process after clicking Save.
