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Invoices and Payments

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

  • They 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:

  1. The customer record has both an Invoices tab and a Payments tab.
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  2. 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.

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  3. In the Front Desk Module, POS History and Find Transactions can be used to view/locate invoices and/or payments.

    image-20240711-191415.png

 

Returning/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 opts to return through cart (lets you edit) or back to stored payment (takes to tender to complete

open puts them in the cart to be dealt with.

 

Voiding a Payment

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

 

Payments via Stored Payment Method

Billing for recurring membership and program contracts takes place via the stored payment method on a customer record. That stored payment method runs the payment through the Home Facility set on the customer’s record.