Managing Invoices & Payments

A.) Managing Payment Profiles

Payment profile is made up of information pertaining to a membership and its terms regarding payments duration, tax, discounts, fees, and when to charge the member.

Each member that transacts using cash, credit cards, or your own defined form of payment will have a payment profile. Whenever an initial transaction is made from membership signup or class purchases through the system by the member a payment profile is created .

Every payment profile will have its transaction history for viewing and reconciliation.

Here are some links regarding Payment Profiles:

• Toggle between Credit Card & other Forms of payments: Toggle Between Credit Card & Cash payment profiles

There are three different stages that a payment profile go through:

1.) Pending : No Charges has been made for the payment profile. It is still pending.
2.) Processing: There is at least 1 charge made on the payment profile.
3.) Processed: The payment profile has completed its job. There is no more payments made for this payment profile.

-Credit Card Payment Profiles:

• Viewing Payment History of a Payment Profile: Payment History of a Payment Profile
• Checking Upcoming Payments: Viewing upcoming payments
• Turning off a Payment Profile: Turn off a payment profile
• Set a Payment Profile to Auto-Renew: Auto-Renew a Payment Profile
• Send Email Reminders: Sending Email Reminders
• Voiding a Payment: Voiding a Payment

-Cash/Fiat/Others:

• Converting Cash Payment Profile to Credit Card Payment Profile: Convert to Credit Card Payments
• Adding your custom internal payment: Custom payments
• Filtering Other Payment Types: Filtering By Payment Tags

***Note if you sign up a member using cash then the first transaction will automatically be successfully processed and thereafter are reminder transactions that you need to reconcile manually. This is because of the intrinsic nature of handling cash.

B.) Managing Payment History

Payment History is a list of transactions made through your account. There are two type of status for both credit cards and cash payments and these types are collected payments (“Success or Paid”) and uncollected payments (“Declined or Dues”). You can perform your account receivable through here. Keeping up with these will improve your cash flow each month.

-Credit Card Payment History:

• Reconciling a payment with credit card, existing card, or cash: Reconcile a Payment
• Converting a Failed Payment to an Invoice: Convert Failed Payment to an Invoice
• Date Filtering: Filter by dates
• Send Email Reminders: Sending Email Reminders

-Cash/Fiat/Others Payment History:

• Reconcile Dues with credit card, existing card, or cash : Reconcile Dues from payment history
• Converting a Failed Cash Payment to an Invoice: Converting Failed Payment to an Invoice
• Filtering by Other Payment Types: Filtering by other payment tags

C.) Access Past Dues:

You can find past dues for the month from the dashboard home page. It is basically the Payment History page with a date filtering of the start of the current month to the end of the month.

Past dues of current month: Current Month Past Dues

D.) Managing Invoices

Invoicing is more flexible when it comes to collecting payments. Here we added several options into the invoicing system to allow rewards, penalty, and split payments. Failed payments and dues can be converted to invoices and you can set these settings afterward.

The invoicing system allows you to create a custom invoice based on the services you have provided along with line items cost tallying.

Here are some helpful links:

-More Invoicing Topics

• Creating An Invoice Template: Create an Invoice Template
• Using An Invoice Template: Using an Invoice Template
• Adding an Invoice Line Item: Adding Line Items to an Invoice
• Reorder Line Item(s): Reorder line items
• Split Payments: Setting an invoice to allow split payments
• Allow Minimal Payment Amount & Custom Payment on an Invoice: Allowing minimal payment and custom amount on an invoice
• Early Payment Reward: Setting Early Payment Reward on an Invoice
• Late Payment Penalty: Setting Late Payment Penalty on an Invoice
• Net Pay: Setting Net Pay for an Invoice

E.) Members Transaction

To view the member’s full transactions and upcoming transaction go to the members management page from your dashboard.

Here are some useful links:

• Adding a Charge  to a Member: Adding a Charge to a Member
• Paying an upcoming payment: Paying an upcoming payment
• Viewing Member’s Transaction: Viewing member’s transaction

F.) Sales Reporting

Sales reporting is the total sales made through your account.

Here are some useful links:

• View Uncollected Sales: View uncollected sales
• View Collected Sales: View Collected Sales

*If you have any questions on technical questions you can contact support at customersuccess@fitsoft.com

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