A reference number tells you which GCash or bank transaction paid for a sale. A photo of the payment shows it actually happened. KukuExpress can require that photo in two places: on the POS for any payment type you choose, and on your online store for customers who pay by bank transfer. Every photo ends up on the order page in the portal, next to the amount, the payment method and the reference number.
On the POS: "Requires Photo Proof" per Payment Type
- Go to Settings → Payment Types and edit the payment type (GCash, Maya, Bank Transfer, a marketplace tender…).
- Turn on Requires Photo Proof. It sits beside Requires Reference No.; you can use either or both.
- Save. The POS picks the change up on its next sync of store settings (or after a restart).
From then on, whenever a cashier charges that payment type:
- Checkout — the charge dialog shows a Take Photo button. The cashier photographs the customer's GCash confirmation screen, the deposit slip or the card slip, or picks a screenshot the customer sent to the store device. Charge stays disabled until a photo is attached (and a reference number is entered, if that is required too). Cancelling the photo cancels the charge.
- Split payments — each split that uses a photo-required type asks for its own photo.
- Collect Balance (partial payments) — a Photo of Payment row appears under the reference field and the Confirm button waits for it.
The photo is compressed on the device and travels inside the sale, so a sale rung up offline keeps its photo and uploads it with the sale when the connection is back. Nothing extra to retry.
Portal: Open Balances
Collecting a balance from Sales → Open Balances follows the same rule: choose a photo-required payment type and the Photo proof field becomes mandatory. Images and PDFs up to 10 MB are accepted.
On the Online Store: Bank Transfer Proof
Customers who choose Bank Transfer at checkout see your account details after placing the order, on their order page. To ask them for proof:
- Go to Marketing → Online Store, open the Bank Transfer card.
- Turn on Require proof of payment and save.
The order page then shows a Proof of Payment (required) box under the bank details. The customer uploads a screenshot or photo of the transfer (JPG, PNG, WebP, HEIC or PDF) and can add the transfer reference number. The checkout option itself tells them to expect this step, and the "What happens next" list reminds them until something is uploaded. Once a file is received the box confirms it and the customer can add another if needed (up to five per order). With the switch off the upload is still offered, just marked optional.
Where the Proofs Show Up
Open the order from Orders. The Payments card has a Proof column: a thumbnail for every payment that carries one; click it to view full size. The line under the order number and the Details panel list the tender and every reference number on the sale, so you can see at a glance how it was paid without scrolling.
A customer's bank-transfer upload that you have not verified yet appears as a highlighted Customer upload, awaiting verification row with its reference number and date. Check it against your bank or wallet statement, then click Mark as Paid: the payment is recorded as a bank transfer with the customer's reference number and the photo is attached to that payment. If the photo does not match, leave the order unpaid and message the customer from the order page.
Proofs are private: they are only visible to signed-in staff who can view orders, and they are never deleted — a re-tender keeps the photos on the sale. They count toward your store's storage like other photos do.
Tips
- Pair Requires Photo Proof with Requires Reference No. on e-wallet types: the reference finds the transaction, the photo settles disputes.
- For marketplace tenders (Shopee, TikTok, Grab…) a photo of the platform's order screen makes payout matching easier when an order ID was mistyped.
- Partial payments and balance collections are covered in Partial & Deposit Payments; online orders in Managing Online Orders.