Payment channels and account movements

Before you start

• The Finance › Payment Channels page is open to the Owner and Admin roles only.
• A new studio has no payment method and no account. Taking a payment from a member needs at least one of each; the Add a Payment Channel step of the Setup Guide asks for this too: The Setup Guide step by step.

Payment method or account

Payment Method

How the money was paid: cash, credit card, bank transfer and so on. Chosen on income only.

Account

Where the money went in or came out: the till or a bank account, for example. Chosen on both income and expenses.

Add a payment method or an account

1. 1

   On Finance › Payment Channels, press Add Payment Method beside the Payment Methods heading, or Add Account beside the Accounts heading.

   The add window opens.

2. 2

   Enter a name as the Payment Method Name or the Account Name.

3. 3

   Add a Description and a Note if you like.

4. 4

   Press Save.

   A "The payment method is added" or "The account is added" message appears and the new card joins the list.

Read the figures on the cards

Every payment method and account shows as a card with the selected period's Income, Expenses and Balance. Change the period with the Month / Year choice at the top of the page.

• The figures come from the active records whose payment date falls in the selected period; canceled records do not count.
• Balance is that period's income minus its expenses. It is not the account's real balance: there is no opening balance, and earlier periods are not carried over.
• Expenses take no payment method, so Expenses is always zero on a payment method card.

See an account's movements

1. 1

   Press the card, or choose Movements in its ⋯ menu.

   The income and expenses booked to it are listed with their date, type, subject, description, note and amount.

2. 2

   Change the period with Month, Year or All time.

3. 3

   If the list is long, press Show More at the bottom.

Movements are read-only; to change a record, use the Income or Expenses page. The Edit button at the bottom of the window edits the name and description of the payment method or account, not the records.

Edit and make inactive

• To change the name or the description, choose Edit in the card's ⋯ menu.
• Close a payment method or an account you no longer use with Deactivate in the ⋯ menu. An inactive one cannot be chosen on new income or expense forms; past records and figures are kept.
• To see inactive ones, turn on Show inactive beside the heading. To use one again, choose Activate in the ⋯ menu.

Delete

1. 1

   Choose Delete in the card's ⋯ menu.

   The delete confirmation opens.

2. 2

   Press Delete to confirm.

   If nothing uses it, it is deleted. If it is in use, the window says why it cannot be deleted, with how many income and expense records it appears on, and offers Deactivate.