Take a payment

Before you start

• The studio needs at least one active payment method and one active account. An Owner or Admin adds them under Finance › Payment Channels: Payment channels and account movements.
• Everyone in the Owner, Admin and Staff roles can take a payment from a member. Users with the Staff role cannot open the Finance pages, and cannot edit or cancel a payment once it is saved.
• The payment taken when you sell a package is not a separate step; it is recorded on the last step of the sale: Sell a package to a member.

Record the payment

1. 1

   On the Members page, choose Take a Payment from the member's row menu, or press the button of the same name on their member page.

   The window opens with the member filled in; the member cannot be changed here. For Owners and Admins it is called Add Income; with the Staff role it is Take a Payment.

2. 2

   Read the member's balance in the box under Member.

   If they owe nothing, it reads "This member owes nothing." Otherwise the open installments are listed with their due date, what is left and their status, under the total owed.

3. 3

   Leave What to do on Take a Payment.

4. 4

   If the member has open installments, choose under Installment to settle the installment the payment goes to, or Unassigned payment.

   Choosing an installment fills Payment Amount with what is left on it.

5. 5

   Check the Payment Amount and change it if needed. The Payment Date starts as today; change it if you took the money on another day.

6. 6

   Choose the Payment Method and the Account. Add a Description and a Note if you like.

7. 7

   Press Save the Payment.

   A "The payment is recorded" message shows the amount, the method and the installments it settled. The payment appears on the Payments card of the member page and on the Finance › Income list; users with the Staff role see it on the Payments card.

An installment, or an unassigned payment?

If you choose an installment

The payment comes off that installment alone. It cannot be more than the installment still owes; if it is, the window says "The amount exceeds the installment's remaining balance" with what is left on it. Enter less and the installment becomes Partially Paid.

Unassigned payment

The payment is spread over the member's open installments, the one due soonest first, and each installment it reaches gets an income record of its own.

If an unassigned payment is more than the member's whole debt, or is taken while they owe nothing, the rest waits as an advance. When a debt is opened for this member later (a package sold on installments, or Record as Debt), the waiting advance is set against the new installments on its own.

Payment method and account

• The Payment Method says how the member paid: cash, credit card, bank transfer and so on.
• The Account says where the money went: the till or a bank account, for example.

Only active methods and accounts are listed. With no account at all, the field reads "No account is defined yet." Owners and Admins can add one through Add Account on the same line without losing the half-filled form; users with the Staff role see "Only the Owner and Admins can define accounts."

If a payment was recorded wrongly

An Owner or Admin can edit or cancel the payment from the Finance › Income list, or from the Payments card of the member page: Record and cancel income. If you have the Staff role, ask your studio's Owner or an Admin to correct it.