A new package sale: from a template or manual

A package is sold with the sale wizard. You can open the wizard from these places:

• the New Package Sale button at the top right of Packages → Package Sales,

• Create → Package Sale in the top bar,

• the Sell Package button in Appointment (Class) Planning and the Advanced Planning Tool (the customer arrives selected and locked), and the Sell a New Package or Sell Package button in the class enrolment window (there you choose the customer again in the sale window).

When you add new customers in bulk, you can also sell them a package in the Package Sale step of the Customers → Bulk Add Customers wizard.

When the wizard opens, you first choose the sale type: Sale from a Template starts quickly from a ready-made package template (only active templates are listed), while Manual Sale lets you enter every detail from scratch. A sale from a template runs through a 4-step wizard and a manual sale through a 3-step one; on each step the Next button stays disabled until the required fields are filled in. Back returns to the previous step; on the first step it returns to the sale type choice.

The sale flow step by step

1. 1

   Choosing a template (sale from a template only)

   Search with the "Search templates..." box and click a template card. The cards show the template name, description, number of services, validity period (or Unlimited) and price. The template you pick fills the package name, the service lines and their counts, the total price, the VAT details, the validity period and the cancellation rights with their rule into the following steps; you can change all of them for this sale. If the list is empty, create a template under Packages → Package Templates first, or put an archived one back on sale there with Activate.

2. 2

   General information

   Required fields: Customer (search by name or phone), Package Name and Total Amount. The Total Amount can also be 0 — leave it at 0 to sell without entering an amount; then no payment plan is needed. You can also enter the Sales Consultant (staff member), the Sale Date, the Validity (days — a manual sale suggests 365 and a sale from a template brings the template's period; leave it empty for a package that never expires, and a template with no expiry sells with no expiry), the Cancellation Rights (pre-filled from the template and adjustable at sale time; no-shows never use one; it is a single number for the whole package and does not renew every month; appointment moves made using a cancellation right also count against it), When is a cancellation right used? (appears when the cancellation rights are above 0 and arrives with the template's rule: On late cancellations — a cancellation made after the cancellation window has passed gets its credit refunded and uses 1 right; On timely cancellations — a right is used only on a cancellation made before the window closes, and cannot be used once the window has passed), the VAT rate, the "VAT Included?" choice (Yes, VAT Included by default) and Notes.

   The package end date is the Sale Date plus the validity days; on a back-dated sale the end date can fall in the past too, and the package becomes Expired at the next daily check. The staff member you choose as Sales Consultant is credited with the sale in their package sales and in the package commission of Calculate Salary & Commission; if you leave it empty, the sale is credited to nobody.

   If you opened the sale from Appointment (Class) Planning or the Advanced Planning Tool, the customer field arrives filled in and locked.

3. 3

   Configuring the services

   Add service lines to the package with the "Search and add a service..." bar; every service is listed together with its target group as "Service [Target Group]", and the same service cannot be added twice. A new line arrives with a count of 1 and its count box is selected, so the number you type replaces the 1. You can also use the plus/minus buttons to set the number of session credits for each service. If the package will not be limited to a specific service, the "All Services" button adds a single umbrella line valid for every service in the business (a package can have only one). Remove a line with the bin icon. While a line still has a count of 0, a warning appears under the list and you cannot continue.

4. 4

   Payment plan and saving

   The top bar calculates the Total Amount, the Payment Plan Total and the Remaining amount live. Use Add Collection for the payment taken now (the row is dated today) and Add Receivable to record the remaining balance as a debt with a due date; Split into Instalments builds an instalment plan automatically. Distribute Evenly splits the package amount equally across the existing rows: it replaces the amounts you have typed, and any rounding difference goes to the first row. Every row holds an Amount, a Payment Method, a date (Payment Date for a collection, Due Date for a receivable) and an optional Note; remove a row with the bin icon.

   The payment method is not preselected; you choose it yourself. The method you choose is suggested for the rows you add later while the window stays open.

   The first row added with Add Receivable gets a due date one month after the sale date, and each further receivable falls one month after the latest due date in the plan. If you move the due date to today or a past day, the row shows a warning: an unpaid receivable counts as overdue the next day.

   Once the payment plan total matches the package amount and every row has an amount and a payment method (and receivables a due date), the Save Package Sale button becomes active; complete the sale with it.

   If the Total Amount is 0, no payment plan is needed: Add Collection, Add Receivable and Split into Instalments are disabled, Save Package Sale is active right away and the sale is saved without a payment plan. If you added plan rows before changing the amount to 0, delete those rows to save.

The instalment window

• When you enter the Number of Instalments (1–24), the amount of each instalment is shown; any rounding difference goes to the first instalment.

• If the First Payment Date is today, the first instalment is recorded as a collection; if it is a future date, all instalments are recorded as receivables with due dates. The following instalments come one month apart.

• Choose the payment method for the instalments (Create stays disabled until you do) and press Create. Create deletes the existing rows of the payment plan and replaces them with the instalment plan; for a down payment of a different amount, build the rows by hand with Add Collection and Add Receivable.

After the sale

• The package is assigned to the customer as Active; it appears in the Package Sales list and on the Packages tab of the customer card.

• Collection rows go to the cash report and the Collections list; receivable rows go to the Receivables list and the customer's debts.

• Automations you have set up with the "When a Package Is Sold" or "When a Receivable Is Created" trigger run (the latter once for every receivable row).

• If you have defined a required form for package sales under Consent Forms, the "Get the contract signed" window opens: get the form signed straight away with Sign, or choose Later and complete it from the package detail.