Billing Activity Summary
Sofia Zúñiga Vega avatar
Written by Sofia Zúñiga Vega
Updated over a week ago

The Billing Activity Summary is the best place to see the billing transaction history for a client. In addition, you can add actions according to your needs. These actions include:

  1. Add an Invoice (Rest to the Balance )

  2. Add Credit (Add up to the Balance)

  3. Add Refund (Rest to the Balance)

  4. Add Payment (Add up to the Balance)

Each action we'll be defined and exemplified in this article.

Pro-tips:

  • Remember to check your contact's balance. Ideally, the balance will always be $0.00. A balance that is red indicates there is a negative balance and the client owes money. This may be due to a past due amount which is usually a result of a failed or returned payment. A balance that is green indicates that there is a credit balance on the clients account. This is likely a result of a credit placed on the account by a staff member.

  • Each action allows the ability to add a note. Notes are a great way to add clarity as to why an action was performed by the staff.

Invoice:

An Invoice is a financial document that provides details of the product or service the client received. Invoices are generated automatically for subscriptions but you can also add ad hoc invoices using the invoice action. You may add an invoice for things like challenge fees, or other add on items.

Using the invoice action you can add an invoice on its own or you may add an invoice but also process the payment towards the invoice at the same time.

Adding an invoice without a payment will cause a negative account balance indicating a payment has not been processed to resolve the outstanding invoice.

Adding an invoice with a payment for the amount due will keep the balance at $0.

Steps to Add an Invoice:

  • Enter the Amount

  • Do not check the Add Payment box

  • Add a note detailing the reason for the invoice

Steps to Add an Invoice with a Payment:

  • Enter the Amount

  • Click on Add Payment

  • Select the Payment Method

  • Add a note detailing the reason for the invoice

Steps to Add an Invoice with a Payment for a Future Date:

  • Enter the amount

  • Select the date you wish to process the payment

  • The add payment selection will disappear, but the future-dated invoice will process the payment automatically using the primary payment method.

  • Add a note detailing the reason for the invoice

Credit:

It is a financial benefit that the Gym gives to the client.

There are a few reasons you may issue a credit to a client account:

  • As a reward to a client by issuing a credit that will go towards their subscription fees

  • To cancel an invoice

  • To accept and apply a cash or check payment towards a subscription

  • To apply a gift certificate amount

Steps to Add a Credit:

  • Select the amount you want to credit.

  • Choose a Credit type

    • Cash

    • Cash / Check Credit

    • Cancel Invoice

  • Add a note detailing the reason the credit was issued

Refund:

A refund is a reimbursement of a charged transaction.

E.g.: Your client tells you that they got doubled charged so there's a need for a monetary return.

If there is a positive balance on the account, you may process the refund with no additional action steps.

If there is a $0 or negative balance you will need to add a credit to cancel the invoice for the amount you wish to refund and then add the refund. Adding the refund without canceling the invoice will create a negative balance on the account.

Steps to Add a Refund:

  • Add the Amount

  • Choose the Payment Method from the dropdown

  • Choose from the three options for Refund/Cancel Invoice depending on the scenario: Process Credit, Process Payment and None

  • Add a note as to why you are refunding the client

Payment:

It is a transfer of money from the client to the gym in exchange for a product or service where there is a negative balance.

E.g.: Client is paying for a past due balance from a failed or returned payment.

Payments are most frequently used when there is an outstanding invoice. This could be due to a clients payment failing or being returned. It could also be due to an ad hoc invoice being added without a payment.

Steps to Add a Payment:

  • Add the Amount

  • Select the Payment Method from the dropdown

  • Add a note detailing the reason for the payment

Billing Activity Summary Filters

The Billing Activity Summary Tab gives you different options to easily filter your transactions:

  1. Billing View

  2. Ledger View

  3. POS Transactions

  4. Only Past dues

  5. Date range

Each filter will be explained in this article and you will get a better overview of your client transactions. You'll be able to see the Status for the transactions or the Raw transaction information, you can also see all the products your clients have purchased and the actions with those invoices.

  • Billing

If you want to see the transaction status you can use the Billing tab. Click the bar beside the calendar button to choose the desired date.

  • Reconciled Transactions Menu:

    • The Reconciled Transactions Menu will be expanded by default.

    • You can export your reconciled transactions into an Excel spreadsheet.

    • Here you'll find:

      • The transaction number (You'll be able to click on the number to get the transaction details)

      • Filter by Invoice number

      • Due Date

      • Amount

      • Type

      • Balance

      • Status

      • The Explanatory Note

Billing Pro-tips:

  • You can click on the Invoice number for a Credit, Refund or Payment to get the Transaction Details:

  • If the transaction is an Invoice you'll see more information in the Transaction Details, you'll be able to edit the Invoice by the Invoice type and/or Membership:

  • In case you want to see the transaction linked to the Invoice you can click on the triangle next to the Invoice number:

  • Ledger

The Ledger tab will show you the raw information about your transactions. Remember that you can export the transaction information into an Excel Spreadsheet. Here you have the information you can find in the Ledger View:

  • Transaction Number

  • Create date

  • Due Date

  • Type

  • Amount

  • Balance

  • Creator

  • Note

Ledger Pro-tips:

  • You can click on the Invoice number to get the Transaction Details

  • If you click on a Payment number you'll see more details

  • POS

Using the POS filter will help you to see all the invoices using the Retail System. If you click on the Invoice number you can see the Invoice Details.

When you click on the Invoice you'll get the Invoice Details and the option to send the client receipt:

You'll also have the option to refund the invoice, send a receipt and/or return the item to the inventory:

POS Pro-tips:

  • Remember, once a refund is made, you can select the option to return the product to inventory and to send a return receipt to your contact

You can now see all the transactions for one client in one place!

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