A note on payment methods

For data security reasons, PayPal is the only form of payment accepted via the website itself and this is a great option, especially for curbside, satellite and home deliveries.

However, external forms of payment can be used! In this way, your food-hub can accept a wide range of payment: cash, checks, credit and debit cards and EBT benefits.

In order to help your accountant, it is imperative that all payment paperwork be collected and turned in. Please be sure to write the amount collected and note the tender.

The system does not currently connect to any card reader and does not currently support any other mobile payment platform (i.e. Stripe), but you could possibly use it with whatever card reader your food hub uses. For data security reasons, it is not advisable to take card information (card numbers, PINs, etc) to enter manually when you return to the food hub. Accept cash at your own food hub’s discretion.

Checks

It is best for the member to fill out the check with the final amount rather than the estimate provided by the software. That way, if something is unexpectedly missing or an item is rejected by the customer for whatever reason, they don’t need to write a whole new check. Make sure the member includes their member number on the check (it will be on their invoice/pick-list, if they don’t know it). Paperclip the check to the invoice and file for your accountant.

Credit/Debit Cards

Credit and debit cards come with modest fees (card companies themselves, and if you use a point of sale software like Square, take a cut) but are unbeatable for convenience. You’ll input the amount from the final scanned items and then generate a receipt

EBT

Customers have the option to indicate that they receive EBT benefits when they sign up for membership. Food hub management will work with them to make sure they have the correct documentation, but once approved they’ll have additional benefits, including being able to use their EBT card to pay for purchases (if the food hub is set up to receive them on their end).

Scan their EBT card according to your card reader’s instructions.

For all of the information pertaining to what happens to payments after they’re taken from the customer, see the Accounting section of the Admin Handbook [coming soon].