Package detail: summary, collections and usage history

You reach the package detail with Actions → Details on the package card in Packages → Package Sales, by clicking the "… contract pending" badge on the card, or with the eye icon at the end of the row on the Packages tab of the customer card. The top bar holds the package name and number (#…), the Edit and Delete buttons and the status badge; four tabs sit below it. If the customer has to sign a consent form for this package, a warning strip with a Sign button appears at the top of the page.

Tabs

• Overview: Customer Information (name, phone, email, sales consultant) and the Package Summary: Sale Date, End Date (days left or "Expired"; "-" instead of a date on a package with no expiry), Cancellation Rights (remaining/total, with the number used next to it when any have been used and the rule for when they are used underneath — cancellation rights are a single number for the whole package and do not renew every month), Total Amount, Paid (the sum of completed collections), Outstanding Balance (the total amount minus what has been paid; pending receivables are part of it) and the Total Usage bar. If there is an outstanding balance, an Outstanding Balance card appears on the right, and a "Package Expiring Soon" card when 30 days or fewer are left.

• Usage: the Package Contents table — the Total, Used and Remaining credits and the usage percentage for each service. This screen is read-only; credits are deducted from a sales card, from appointments planned from the package or from class attendance. Reserved credits are not shown separately in this table (so on a line with reserved credits the Total looks larger than Used plus Remaining); you see the reserved number on the Reserved line of the card in the Package Sales list.

• Collections: every record in the payment plan: the amount, a Receivable badge on receivables, the status (Completed, Paid, Pending or "Payment overdue (N days)"), the payment method, the Transaction Date, the Due Date on receivables and the note. A pending receivable has a money icon (Collect) on its row, and every row has a bin icon (Delete).

• Usage History: the date, the service, the staff member who did it, the source, the quantity and the note of every credit deduction. When the source is a Sales Card or a Class Session you can click through to the record; manual deductions show as Manual (older records may also show QR Check-in). Refunded usages appear struck through with a "Refunded" badge. Rows where a cancellation right was used are listed with a yellow "Cancellation right used" label; these rows show cancellation rights, not session credits. A right used by the cancellation of an individual appointment appears with the "Appointment cancellation" source, and one used because staff chose to use a right while moving an appointment with the "Appointment move" source, both with the service name and the person who did it (and a note if the appointment was deleted later); when the customer cancelled themselves, the performed-by field is empty.

Adding a collection and collecting a receivable

1. 1

   Add Collection

   The Add Collection button on the Collections tab (shown when your role has the "Ödeme alabilir" permission — take payments) opens the window. The Amount arrives filled with the part of the package not yet in the plan (the total amount minus the recorded collections and receivables). Enter the Date, the Amount and the Payment Method and press Add; the method is not preselected. Notes are optional.

   If the payment will come later, turn on the "Receivable Record" switch: the Scheduled Payment Date becomes required (with 1 Week, 15 Days, 1 Month, Start of Month — the first day of next month — and End of Month — the last day of this month — quick buttons) and the method field becomes Scheduled Payment Method.

   The receivables and collections together cannot exceed the total amount of the package; if they would, the warning tells you the highest amount you can add, and when the total is already covered no new record can be added.

2. 2

   Collect

   Click the money icon (Collect) on the row of a pending receivable; the amount arrives with the receivable's amount. Choose the Payment Method and press Collect (the method is not preselected, not even the receivable's scheduled method); the row becomes Paid and goes into the cash report. Overdue receivables are marked on the row with a red "Payment overdue (N days)" label.

   The Collection Date field in the window is not applied to the record at the moment; the collection is recorded on the day you do it. If you enter an amount lower than the receivable, the record closes with that amount; the difference still shows in the Outstanding Balance on the Overview but is no longer tied to a receivable record. Enter that difference as a new collection or receivable with Add Collection.

Collect needs the "Ödeme düzenleyebilir" permission (edit payments), and deleting a collection or receivable record with the bin icon needs "Ödeme silebilir" (delete payments). These icons are shown even without the permission, but the action is not completed. A deleted collection also leaves the cash report.

Editing the package

In the Edit window you can change the Package Name, the Total Amount, the Expiry Date, the Cancellation Rights (and their rule), the Status (Active, Completed, Expired, Cancelled), the Sales Consultant and the Notes; Save stores only the fields you changed.

• The Total Amount can also be set to 0. Changing the Total Amount does not change the existing collection and receivable records; the Outstanding Balance is calculated from the new amount. If you raised the amount, add the difference to the plan with Add Collection; if you lowered it, delete the receivable record that is now too much.

• If you move the Expiry Date to a past day, the package becomes Expired at the next daily check. You cannot make the package open-ended by clearing this field; to do that, open Actions → Adjustment in the list, tick "Correct the end date too" and leave the date empty.

• Setting the status to Expired runs your "When a Package Expires" automation, if you have one; no due-date reminders are sent for the pending instalments of a cancelled package.

In the same window you can also change the package's Cancellation Rights; defining cancellation rights for an older sale afterwards is done here too. The cancellation rights can be increased, but they cannot be lowered below the number of rights already used from this package — the number used is shown under the field and a lower value is not saved. If the package has cancellation rights, you can change the "When is a cancellation right used?" choice in the same window; a rule change only affects future cancellations and rights already used stay as they are. Every change is written to the activity log with its old and new value.

Cancelling or deleting a package

There is no separate button for cancelling a package: set Edit → Status to Cancelled. A cancelled package stays in the list with a Cancelled badge and its collections stay in the cash report; no credit can be deducted or refunded, Extend Duration, Add Credits and Adjustment in the list are switched off, and no due-date reminders are sent for its pending instalments. Pending receivable records stay in the Receivables list; if you will not collect them, delete them on the Collections tab. To undo the cancellation, set the status back to Active.

The Delete button (shown when your role has the "Müşteri paketini silebilir" permission — delete customer packages) undoes the sale as if it had never happened. You confirm once; if the package has used credits, collection records or sales card services deducted from it, a second confirmation shows these numbers and tells you that ALL collection and receivable records are deleted with the package and drop out of the cash and revenue reports; confirm with Delete Along With Collections. Sales card lines deducted from the package stay at 0 TL; if needed, turn them back into paid lines with "Undo the package usage" on the sales card. Deleting cannot be undone; afterwards you return to the Package Sales list.

Extending validity, adding credits and adjustments

These three actions are not on the detail page; they are in the Actions menu of the package card in Packages → Package Sales (details in the "The Package Sales page" article):

• Extend Duration: moves the end date forward (at most 365 days from today); an expired package becomes Active again.

• Add Credits: adds extra session credits to the service lines (at most 1000 per line). The package price and payment plan do not change; if you are charging for the extra sessions, first raise the Total Amount with Edit, then enter the difference with Add Collection.

• Adjustment: corrects the total and used credits of the lines and, if needed, the end date; leaving the date empty makes the package open-ended.

Expiry

• Every day the system automatically moves active packages that have reached their end date to "Expired"; packages with an empty end date (no expiry) never expire.

• An automation you have set up in Automations with the "When a Package Is About to Expire" trigger messages the customer 7, 3 and 1 days before the end date (on the days you choose).

• No new credit can be deducted on a sales card from an expired package; session credits reserved earlier are preserved, though — scheduled appointments and class attendances are still deducted from it.

• To put an expired package back into use, give it a new end date with Actions → Extend Duration in the list.