Tracking and collecting receivables

The Receivables page lists what your customers owe you on deferred terms. In the left menu, go to My Business → Accounting & Finance → Receivables.

Where receivables come from

A receivable is created whenever you record a payment as due later instead of taking it now:

• Sales card: turn on Receivable Record in the Add Collection window of the Collections card on the sales card detail page.

• Package: the Add Receivable and Split into Instalments rows of a package sale, and Receivable Record in the Add Collection window on the package detail page.

• Facility Rental: payments entered on a reservation with “Record as a receivable”.

• Group Event: Receivable Record in the participant's Take Payment window, or the fee owed when a customer joins online.

• Membership: the rows added under Subscription Management with Add Receivable when you sell a subscription, or with Receivable when you renew one.

You can also see all of a customer's receivables on the Debts tab of the customer card.

Reading the list

When the page opens, all receivables — pending, collected and cancelled — are listed by due date (Nearest Due Date order). Under the heading you see the number of records, with a red badge counting the overdue receivables shown in the list.

• Due Date: the last day to pay. For a collected receivable the collection day (“Paid: …”) appears underneath.

• Resource (source): the Sales Card, Package or Facility Rental badge and the receivable's note, if any (for example “Installment 1”).

• Amount: with the payment method underneath (the planned method for a pending receivable, the method used for a collected one).

• Time Remaining: “… days left”, “Today is the last day” or “… days overdue”.

• Status: Pending, Approaching (3 days or fewer to the due date), Overdue, Collected or Cancelled.

Clicking a row opens where the receivable came from (the sales card, the package or the facility reservations); on sales card and package rows the eye icon (Go to Sales Card / Go to Package) does the same. Receivables are not deleted or edited on this page; to delete or correct one, use the payment row at its source.

Filters

• Quick buttons: Overdue (pending receivables past their due date, oldest first), This Week (pending receivables due this week), Pending and Collected.

• The Filters panel: Due Date (All, Past Due, Today, This Week, This Month, Next Week, Next Month, Custom Date), Status (Pending, Collected, Cancelled), Sort (Nearest Due Date, Furthest Due Date, Highest Amount) and Min / Max Amount.

• Search: customer name or phone.

Collecting a receivable

1. 1

   Click Collect

   Click the green Collect icon at the end of a pending receivable's row. The Receivable Collection window shows the amount and the customer; the amount cannot be changed, so the whole receivable is collected.

2. 2

   Choose the payment method

   In Payment Method, choose the method the customer actually paid with; the method is not preselected. Without a method you see “Please select a payment method”.

3. 3

   Add a note if needed

   A note you type in Note (optional) replaces the receivable's existing note (for example “Installment 1” on package instalments). To keep the old note, leave the field empty or type the old note again in your new one.

4. 4

   Confirm with Collect

   Click Collect at the bottom of the window; “The collection was completed successfully” appears.

After the collection

• The receivable moves to Collected; find it with the Collected button.

• The amount is recorded as income in Reports → Cash Register Reports on the day you collect it. The window has no date field, so a collection cannot be backdated.

• The sales card, package or facility reservation the receivable came from shows the payment as made, and the customer's debt goes down.

• If you have a “When a Receivable Is Collected” automation, it runs.

Group event and membership receivables

Receivables from these two sources appear in the list but cannot be closed with Collect: the action does not complete and the receivable stays Pending. Their Resource column shows no badge, and clicking the row opens nothing.

• Group event: open the event from the Group Events page or from the Group Events tab of the customer card. In the participant's payments, click the bin icon on the receivable row and confirm with Yes, Cancel; then choose Take Payment in the participant's three-dot menu, leave Receivable Record off, enter the amount and payment method and click Add. The collection is recorded in the cash register on the day you save it. This needs the “Can delete payments” (“Ödeme silebilir”) and “Can take payments” (“Ödeme alabilir”) permissions.

• Membership (subscription): there is no screen for collecting these receivables; if the collection needs to be recorded, click the Support icon in the top bar and open a request with New Ticket.

Who can use it

Seeing the page needs the “Can view financial reports” permission (“Finansal raporları görebilir” on the role screen); collecting needs “Can edit payments” (“Ödeme düzenleyebilir”). The Collect icon is shown even without it, but the collection does not go through. The workspace owner and the “Yönetici” (Manager) role have both; the built-in “Muhasebe” (Accounting) and “Personel” (Staff) roles do not — duplicate them with Copy in My Business → Settings → Roles & Permissions and add the permissions to the copy.