The Collections page and taking a manual payment

In the left menu, go to My Business → Accounting & Finance → Payments; the page that opens is titled Collections. The list brings together the payments your business receives: sales cards (product sales included), packages, group events, class enrolments, memberships (Subscription Management), facility rental and manual payments.

Reading the list

The list opens on Today: only records with today's payment date are shown, and the number of records found is written under the heading. Each row shows the date and time, customer, the staff member who recorded it (“Cash Register” when there is none), payment method, source, amount and status. Clicking the row or the eye icon opens where the payment came from: the sales card, package, group event, the customer's class or membership tab, the facility reservations, or the customer card for a manual payment.

Filters

• Quick buttons: Today, This Month, Sales Cards (sales card payments only) and Packages (package payments only).

• Date Range: All, Yesterday, Today, This Week, This Month, Last Month, Last 3 Months or Custom Date. It works on the payment date.

• Status: Completed, Pending, Cancelled.

• Resource (source): Sales Card, Package, Group Event, Class Enrollment, Membership, Manual Payment, Facility Rental.

• Payment Method, Sort (Newest, Oldest, Highest Amount, Lowest Amount) and Min / Max Amount.

• Search: customer name or phone.

The Clear button resets the filters and sets the date back to Today. A customer's payments are also listed on the Payments tab of the customer card.

Taking a manual payment

A manual payment records money that is not linked to any sales card, package or receivable.

1. 1

   Click Take Payment

   The Take Payment button at the top right opens the Take a Manual Payment window.

2. 2

   Choose the customer

   Type part of the name or phone number in Customer and pick from the list.

3. 3

   Enter the amount and payment method

   Amount must be greater than 0. Payment Method is required and is not preselected.

4. 4

   Check the date and note

   Payment Date starts as today; if you are recording money taken on an earlier day, pick that day and the payment is recorded on that day in Cash Register Reports. Note is optional.

5. 5

   Save

   Click Save. After the “Manual payment recorded.” message the payment is added to the list with the Manual Payment source and also appears on the customer card's Payments tab.

If something is missing you see “Please select a customer.”, “Please enter a valid amount.” or “Please select a payment method.”.

Cancelling a manual payment entered by mistake

A manual payment is not deleted, it is cancelled: click the Cancel the payment icon at the end of its row and confirm with Yes, cancel it. The record stays in the list with the Cancelled status (its amount shown struck through) and is removed from income and the cash register report. If the amount, date or method was wrong, cancel the payment and enter the correct one again. The icon only appears on completed manual payments; payments from sales cards, packages and other sources are managed on their own screens.

Who can use it

Seeing the page needs the “Can view financial reports” permission (“Finansal raporları görebilir” on the role screen); Take Payment needs “Can take payments” (“Ödeme alabilir”); cancelling a manual payment needs “Can delete payments” (“Ödeme silebilir”), and without it the cancel icon is not shown. The workspace owner and the “Yönetici” (Manager) role have all of them; the built-in “Muhasebe” (Accounting) and “Personel” (Staff) roles do not have “Can view financial reports” — duplicate them with Copy in My Business → Settings → Roles & Permissions and add the permission to the copy.