Add Payments to specific Invoices/Sales
You can add a new payment from multiple places, such as the Record/SOAP, an over-the-counter sale, or the Flowboard. Click on 'Add payment', select the payment method, and add any other relevant details about the transaction. The amount, date & hour are populated automatically, but you can change them if needed.
π If 'Card' is selected, you can choose the card type - this will be visible on Reports.
π If 'Card' is selected and you have an active terminal integration, you can send the payment to the terminal of your choice, in case you have multiple ones.
π If 'Cash' is selected, and a higher amount is paid, you can keep the difference as a Client Balance (paying off some debt or keeping it as a credit for future use) or give the change back. Leave the checkmark for 'add to balance' to keep the difference on the client's account, or uncheck it to calculate the change.
π If you changed the amount and want to return to the invoice's due amount, simply click on the 'auto-fill amount' button.
The payment will be displayed in the Payment area of the Billing section from the Record and the Direct Sell. Here, you can see the exact date and hour of the transaction, the description, the amount paid, and the method.
You can all see all the transactions in the Payments report.
If the client is paying online, the transaction will appear directly here marked as Online.
On the Billing section, you can easily see the total, the amount paid, and the amount due, and even credit if the total paid was higher than the total owed.
π Adding a payment will automatically mark the invoice as 'Closed'. Read more about the sale/invoice statuses and stages here.
Split/Multiple Payments for one Sale/Invoice
You can also add multiple payments to pay one Invoice. Just click on 'Add Payment', choose the relevant payment method and the total and click Save. You can repeat this action as many times as needed. This comes in handy when the client wishes to pay a part of the Invoice cash, and the rest by card.
One Payment for Multiple Sales/Invoices
The associated sale references can be found in the Payment Description if a payment has been allocated to multiple sales. This happens when the charged amount is higher than the current Sale/Invoice amount.
Click on other unpaid sales to view how the payment was allocated, with the possibility to access these sales.
Take a Deposit, add Credit, or pay Outstanding Balances
You can also add payments directly from the Healthcard (or from the Chat).
βRules:
If the client has an Outstanding Balance, the payment will be allocated to the outstanding invoices, from the oldest to the most recent ones
The invoices will be automatically marked as Paid/Partially Paid following the same rule (oldest to most recent)
On the Payments Report, there will be only 1 charge listed with the whole amount
If the client has no Outstanding Balance or the client pays more than the balance value, the amount will be added to the Client's Credit. This works great when you need to take a deposit, as there is a notes field where you can specify more details.
π Learn how to find clients with Outstanding Balances here.
π Learn how to share Client Statements with your clients, such as their outstanding balance, charges & payments history, and available credit here.