Overview

Invoices are created anytime a customer is sold a product, even if that product is $0.

• Invoices record the details of a transaction: items sold, quantity sold, price per item, and discounts applied to the item(s), taxes applied, total amount owed by the customer etc.
• If allowed, invoices can be placed on a customer/members account to be paid later with a future billing or payment made at POS. Invoices have an Open status until they are marked as Paid.

Payments are made towards an invoice via the point of sale tender window, by a customer online when they make a purchase or booking, or via a scheduled billing. A payment can be applied towards a single invoice, multiple invoices, or part of an invoice.

Split Payments, where more than one tender type is used at point of sale, are allowed BUT only when the tender types are different. Payments cannot be split between two separate credit cards in a single transaction.

Customers can make payments to their account in advance, thereby leaving a credit balance on account to be applied towards future billing. Find out how to do that HERE.

Viewing Invoices and Payments

There are multiple places to find and view invoices and/or payments:

• The customer record has both an Invoices tab and a Payments tab.
  
  
  
• From the Calendar module, Contracts module, and the Customer Record, Any Membership, Booking, Pass, or Agreement that has a product/value associated with it can be expanded to view the associated invoice and any associated payments.
  
  
  
  
• In the Front Desk Module, POS History and Find Transactions can be used to view/locate invoices and/or payments.
  
  

Refunding an Invoice and Payment

Invoices and their associated payments can be refunded back to the original pay method (recommended), to the card on file, or via another tender type at POS. The Paid Invoices have a Return option in the customer’s record on the Invoices tab or in the POS History and Find Transactions invoice views.

• Paid invoices: Choosing “Return” gives you the option to either send the item to the cart (allowing for edits before completing the refund), or process it directly using the stored payment method (takes you straight to the tender screen).

• Open invoices: These are sent to the cart to be reviewed and completed manually.

Voiding a Payment

Permission is required to Void a payment. More information on voiding a payment can be seen here. 

Payments via Stored Payment Method

Recurring billing for membership and program contracts is processed using the stored payment method on the customer’s record. Payments are run through the Home Facility assigned to the customer, ensuring that billing aligns with the correct location settings and configurations.