Debts and installments

Before you start

• The Finance › Open Receivables page is open to the Owner and Admin roles only. Editing and canceling an installment belong to these two roles as well.
• Users with the Staff role can also open a debt for a member and collect an installment; they do it from the member's Take a Payment window.

A member's debt comes about in one of two ways:

• When a package is sold with Record as Debt, or with a payment below the package price, the rest becomes a debt on installments: Sell a package to a member.
• When Record as Debt is chosen in the Add Income window for an amount that has nothing to do with a package. Their open installments appear among the Pending Installments on the Payments card of the member page, marked Outside a package where a package name would be.

Open a debt without a package

1. 1

   Choose Take a Payment from the member's row menu or from their member page.

   The Add Income window opens with the member filled in.

2. 2

   Under What to do, choose Record as Debt.

3. 3

   Enter the total owed as the Amount Owed.

4. 4

   Under Installments, choose Single payment or 2, 3, 6 or 12 installments.

5. 5

   Choose the Final Due Date. A day before today cannot be chosen.

   The Installment plan table shows the due date and the amount of each installment.

6. 6

   Add a Description and a Note if you like.

7. 7

   Press Save the Debt.

   A "The debt is recorded" message shows the total, the number of installments and the final due date. The installments are added to Open Receivables.

Read the Open Receivables list

On Finance › Open Receivables, every installment is a row of its own and the list starts with the soonest due. There is no period to choose on this page; every open installment counts.

• Past Due (overdue) at the top is the total of the open installments due before today, Upcoming Payments that of those due today or later. These two totals ignore the filters and always cover all the open installments of the studio.
• On an open installment, the Status column shows the time left ("12 days left", "Today") or the delay ("3 days overdue"). A partly paid installment also carries a Partially Paid tag.
• The Status filter starts on Open receivables. You can choose Overdue only, Pending, Partially Paid, Paid, Canceled or All. The Member filter narrows the list to one member.
• The search box at the top left of the table looks through the member name, the description of the debt and the notes; Turkish letters need not be typed. The two totals at the top ignore the search as well.
• Download the list with Export (CSV) in the More actions (⋯) menu. The file holds every installment that matches the filters.

Collect an installment

1. 1

   Press the installment's row, or choose Take a Payment in its ⋯ menu.

   The Add Income window opens with the member and the installment chosen and the Payment Amount filled with what is left on it.

2. 2

   Choose the Payment Method and the Account; change the amount if needed.

3. 3

   Press Save the Payment.

   An installment paid in full becomes Paid and leaves the Open receivables view. One paid in part stays as Partially Paid.

Every option of the payment window is described in Take a payment.

Edit an installment

1. 1

   Choose Edit in the installment's ⋯ menu.

   The Edit the installment window opens.

2. 2

   Change the Due Date, the Amount or the Note.

3. 3

   Press Save.

   A "The installment is updated" message appears.

• Only Pending and Partially Paid installments can be edited.
• The Amount cannot go below what was already collected; the paid part is kept.
• When you move the due date, the due-date reminder and the overdue notice go out again for the new date.
• The number of installments cannot be changed later and no installment can be added to a debt. To rebuild the plan, cancel the remaining installments and open a new debt.

Cancel an installment

1. 1

   Choose Cancel in the installment's ⋯ menu.

   The Cancel the installment window opens.

2. 2

   Write a Reason for canceling if you like.

3. 3

   Press Cancel the Installment.

   A "The installment is canceled" message appears. The row stays on the list as Canceled and leaves the receivable totals.

Due-date reminders

• For every open installment coming due, a Payment Reminder goes once to the member and to the studio's Owner and Admins. How far ahead is set by Due-date reminder on the Reminder Timing card: Reminder timing.
• For every installment that passes its due date unpaid, an Overdue Payment notice goes once to the Owner and Admins. The member gets no overdue notice.

The member sees their own open installments under Payments Due on the Payments card of their Profile page. Members cannot pay in the app; the payment is taken at the studio and recorded by you.