Sales card detail: services, products, discounts and payments

The sales card page is where you manage the customer's account; it opens when you click a row in the sales card list. On the left are the sales card panel (customer, Created By and Status), Services, Product Sales, Appointment Tags and Documents and Photos; on the right are the Account Summary, Discount, Collections and Customer Notes. The buttons at the top right are for bulk approval and cancellation, the Ödeal POS, the review link and deleting.

If a consent form must be signed for the services on the sales card, a bar appears at the top of the page. With the "N required form not signed" warning, the sales card cannot be completed until the forms are signed; have the form signed with the Sign button on the bar.

Status

You update the stage of the sales card from the Status menu on the sales card panel: Not set, Pending, Arrived, Completed, Cancelled, No-show. Every change asks for confirmation in the "Status Change" dialog; apply it with Yes, Change. The sales card status carries over to its appointments: Completed and Arrived are applied to every appointment that is not cancelled or marked no-show, and package-linked sessions are deducted from the package; Completed also runs your "When an Appointment Is Completed" automations. A sales card can be set to Completed even if it has not been paid; the note under the status reminds you that the unpaid amount is tracked as debt.

When the sales card is set to Cancelled or No-show, the status is applied only to the appointments that have not happened yet (Not set / Pending). If there are package-linked sessions, the confirmation asks what should happen to the session credit: Let the policy decide (the default — each appointment is judged against its own cancellation window and its package's cancellation-rights rule: a free one gets its credit back; on appointments where rights are used the package's cancellation rights are used in appointment-time order, and once they run out the session is used up), Refund the credit (appointments where rights are used use one while any remain) or Use up the session. No-shows never use a cancellation right. After the action, the number of cancellation rights used is shown separately. A cancellation first asks "Who asked for the cancellation?"; with Business (for example, the business was closed) every session credit is refunded, no cancellation right is used and the cancellation is not written to the customer's cancellation history. Which cancellations use a right depends on the package's "When is a cancellation right used?" setting (On late cancellations / On timely cancellations); see the article on approving, changing the status of and cancelling an appointment for details.

Customer Notes

The Customer Notes card in the right column, under Collections, shows ALL of the customer's notes, not only this sales card's: the dye formula written on a visit six months ago or last month's session note is right there on today's sales card. The card is kept compact so it takes little room: the three newest notes are shown and each note's text is cut to three lines (Read more shows all of it). "Show N more notes" at the bottom of the card opens ten more each time; for a customer with more than 50 notes, the All notes (N) link opens the Notes tab. A note written on this sales card carries a green Created on this sales card badge under it, and a note written on another sales card carries a link with that sales card's day; clicking the link opens that sales card. Use the three-dot menu on the right of a note to edit or delete it.

A note you write with Add note is linked to this sales card and its date starts with the sales card's day. The topic, date and description fields and the rules for editing and deleting are in the Customer notes article. The old Notes field of the sales card was removed; sales card notes written earlier were moved to this card under the “Genel” topic. Only staff allowed to view customer notes see the card.

Services

On the Services card every line is an appointment. A line shows the service name, the price set by the business (a badge with a tag icon), Online or In person, Pending Approval for an online booking awaiting approval, a RESERVED FROM PACKAGE (until the appointment takes place) or DEDUCTED FROM PACKAGE badge for a package-linked session and the Meet/Zoom link for an online meeting; below it you see the date and time, the duration, the staff member (and resource) and the line discount.

• The status menu on a line: changes only that appointment's status and applies it at once, without asking for confirmation. An Arrived appointment can only move to Completed, No-show or Cancelled; Completed, Cancelled and No-show appointments can only be reopened (choosing Not set puts the appointment back to Pending). For Cancelled and No-show, if the sales card has other appointments you are asked whether to apply it to them too (Yes, Apply to All · This Appointment Only), and for a package-linked session what should happen to the credit. When a package-linked appointment becomes Arrived or Completed, the session is deducted from the package.

• A line's status is separate from the sales card status: setting every line to Completed does not complete the sales card; close the sales card from the Status menu at the top. A line's status changes the sales card in only two cases: on a sales card with no payments and no products, if every appointment ends up in the same status (all Cancelled or all No-show) the sales card follows; if an appointment is set to Not set or Pending, the sales card becomes Pending.

• Add Service: Staff and Service (the staff member's services, with the customer type in square brackets) are required; Resource is optional. Choosing the service fills in the duration and the price; you can change the Start Time, Duration (min), Price (₺), Discount (%) and VAT Settings. The VAT rate comes from your business's default rate, and the included/excluded choice from the "Prices include VAT" setting on the Taxes screen. When you save with Add, the service is added to the sales card's day as a separate appointment line and appears in the calendar. If your business has a "When an Appointment Is Created" automation, the customer may get a message; if one already went out for the same visit in the last 10 minutes, no new one is sent.

• On a sales card in the Completed, Cancelled or No-show status, Add Service writes the new service not to this sales card but to the customer's open sales card for that day; if there is none, a new sales card is opened.

• On a sales card without services (but with a customer), you use the Add Service button under "No services added yet". When you add the first service, the window stays open after you click Add and a message says the service could not be added; usually the service has been added anyway. Do not click Add a second time (the appointment would be created twice): close the window, refresh the page and check that the service now appears on the Services card.

• If the customer has a suitable package, a green package icon appears on the line ("Deduct from … (N credits left)"; with several suitable packages you choose in the "Which Package Should Be Used?" window). When you confirm with Deduct from Package, the line amount drops to ₺0,00 and the DEDUCTED FROM PACKAGE badge appears.

• You undo a credit deducted by mistake with the yellow package icon: it reads "Undo the package usage" for a deducted credit and "Release the reservation (the service becomes chargeable)" for a reserved session. With Yes, Revert the credit goes back to the package and the line becomes chargeable.

• With the pencil icon you can change the staff member, the resource, the date, the time, the duration, the price, the discount and the VAT. The service itself does not change in this window: when you change the staff member the Service field is cleared and you pick the same service again (the duration and the price are filled in again from the service definition). For a different service, delete the line and add the new one with Add Service. If you turn on Notify the customer while changing the date or the time, the customer is told the appointment's new time. If you move the date to another day, the appointment moves to that day's open sales card (any payment on this sales card stays here); if the sales card has more than one service you choose Move only this service or Move the entire visit. If the staff member or resource is busy at that time, "Time Conflict" asks you; you can still save with Save Anyway. When you move a package-linked session to a time that falls under the package's cancellation-rights rule, a "Cancellation right decision" is asked; if the new date falls after the package's expiry, you can extend the package in the "The package runs out too soon" warning (this needs the permission to extend a package's validity).

• The bin icon on a line removes the service from the sales card and the calendar. If the appointment has not happened yet (Not set or Pending), you are asked whether the customer should be sent a "your appointment has been cancelled" message: Delete and notify · Delete without notifying · Cancel. If you delete without notifying, "When an Appointment Is Cancelled" automations won't run either. Delete a record entered by mistake without notifying; for an appointment cancelled together with the customer, set its status to Cancelled instead of deleting it, so the record and the cancellation history are kept. A package-linked line (RESERVED FROM PACKAGE or DEDUCTED FROM PACKAGE) cannot be deleted; undo the usage first. If you delete the last service on the sales card and the sales card has no product sales or payments, the sales card is deleted too.

Product sales

The Add Product button on the Product Sales card opens the Product Sale window. Salesperson is required and there is no Cash Register option in this window; Sale Date starts with the current time. Search for the product by name or barcode (favourite products come first), set the Unit Price, Quantity, Disc. % and VAT on the line and click Complete. The products are deducted from stock and are written to this sales card whatever its status. You edit a sold line with its pencil icon (Salesperson, Quantity and a Unit Price above 0 are required) and remove it with the bin icon (the stock is returned). See the product sale article for details.

Discount

Turn on the switch at the top right of the Discount card. Under Discount Type pick Percentage (%) or Amount (₺) (Amount is the default), enter the Discount Value and, if you want, a Note; then click the Save button that appears once you make a change. The discount comes off the subtotal of services and products and shows in the Account Summary as Overall Discount, with its note.

• A percentage discount is recalculated on every change, so it also covers services and products you add to the sales card later.

• An amount discount stays fixed; a discount can never exceed the subtotal.

• A discount on a service or product line applies only to that line; the overall discount comes on top.

• To remove the discount, turn the switch off and click Save.

Account summary

The Account Summary lists Services, Deducted from the package (N services) when there are any, Products, Subtotal, Overall Discount, Total, Paid, Outstanding Receivables and Outstanding Balance. Services of cancelled and no-show appointments do not count towards the total. The Outstanding Balance line is yellow while there is debt and turns green once the debt is cleared.

Payments and receivables

1. 1

   Open Add Collection

   Click Add Collection on the Collections card. The button appears for users whose role can take payments.

2. 2

   Enter the details

   Date starts with today and Amount with the outstanding balance; you cannot enter more than the outstanding balance. Payment Method is required and is not preselected; you choose it on every payment — also when collecting a receivable (a payment written to the wrong method breaks the cash register report). Add a description in Notes if you want.

3. 3

   Record a receivable if it is paid later

   If the payment will not be taken now, turn on the Receivable Record switch: enter the Scheduled Payment Date (with the 1 Week, 15 Days, 1 Month, Start of Month and End of Month shortcuts) and choose the Scheduled Payment Method. The record appears on the line with the "Receivable" and "Pending" badges and stays in the outstanding balance until it is collected.

4. 4

   Add it

   Save with Add. A payment shows in Paid in the Account Summary, a receivable in Outstanding Receivables.

To collect a receivable, click the green money icon on its line; in the Collect window enter the Collection Date, the Amount and the Payment Method and click Collect (this needs the permission to edit payments). The method planned for the receivable is not preselected; choose the method the customer actually paid with. An overdue receivable shows a "Payment overdue (N days)" badge. To delete a payment or a receivable, click the bin icon on its line and confirm with Yes, Delete in the "Are you sure?" window (this needs the permission to delete payments); only that line is removed from the sales card and the Account Summary is recalculated.

Other actions

• Approve All / Cancel All: approve or cancel the appointments created together (an online booking, or appointments opened in one go) at once. Approve All only appears while an appointment is awaiting approval, and Cancel All while there is an appointment that can be cancelled and you have the permission. Bulk cancel only cancels the pending appointments; completed, "Arrived" and "No-show" appointments are left untouched, and your "When an Appointment Is Cancelled" automations run for the cancelled ones. "Who asked for the cancellation?" is asked first; if there are package-linked sessions, you are asked what should happen to the credit with the same three options.

• Send to Ödeal POS: appears while the sales card is not Completed and needs the Ödeal physical POS integration; without it, "You must create an Ödeal POS application first." appears. It sends the outstanding balance to the device and waits for the payment in the "Awaiting POS payment" window; once the payment is taken on the device, the sales card closes on its own (Completed). Even if you stop waiting with Close, the payment is applied to the sales card once it is completed on the device. Do not send a sales card whose debt is already cleared to the POS; set it to Completed from the Status menu.

• Create Review Link: generates a review link valid for 7 days and shows it in a window. Piyzi does not send this link to the customer: copy it with Copy and send it yourself by WhatsApp or SMS. Each sales card collects one review: if a review has already been left for the sales card, or the sales card has no customer, no link is created and a message says the link could not be created. To send review requests automatically, use the "Review request (SMS)" step in Automations.

• Appointment Tags: appears when the sales card has at least one service. Choose tags with Add Tag and click Add (N); if the tag you need does not exist, enter a Tag Name and pick a Color under Create a New Tag, then click Create and Select. The tag is given to the whole sales card and shows on this card; to remove it, click the × on the tag and confirm with Yes, Remove. You manage tags under My Business → Settings → Tags. Adding and removing tags on a sales card needs the permission to manage sales card tags, and creating a new tag here also needs the permission to define tags in the company settings.

• Documents and Photos: appears when the sales card has at least one service and a customer. In the Upload File window opened by Add File, drag files in or select them; an image can be up to 5 MB, a document (PDF, Word, Excel, text) up to 20 MB and a video up to 100 MB. Uploaded files are linked both to this sales card and to the customer card; the list has search, file type and date filters. Uploading needs the permission to upload files.

Deleting a sales card

Use the Delete Sales Card button at the top right (this needs the permission to delete sales cards). An empty sales card is deleted with a single confirmation. If it contains a service, a product sale or a payment, the system shows a breakdown of what will be deleted and asks for your confirmation:

• the number of appointment and service records that will be deleted,

• the number of package credits that will be refunded to the customer (including the reserved ones),

• the payments that will be deleted and their total amount,

• the product sales that will be deleted and the quantity that will go back into stock.

Once you confirm (Yes, Delete Everything), the sales card is left as if it had never been created: appointments and services are removed, package credits are refunded unconditionally (the cancellation window is not applied; cancellation rights already used by late cancellations are not returned), payments are deleted and products go back into stock. It all happens in a single operation — a half-finished delete never leaves a record whose credit was refunded but whose appointment is still standing.

Permissions

What you can do depends on the permissions in your role (My Business → Settings → Roles & Permissions): updating sales cards for the status and the discount; viewing customer notes for the Customer Notes card and adding customer notes to write one; editing appointments for adding, editing and deleting services and for a line's status (creating appointments for adding the first service to an empty sales card); using packages to deduct from a package and refunding package usage to undo it; creating, updating and deleting sales for adding, editing and deleting products. A user without the permission gets a warning when trying the action; the business owner can do everything.