Reconciling payment for appointments or events with paid deposits

When a client pays a deposit on an appointment or event, that service will appear as paid on the client’s profile. However, the client still owes the remaining balance for the appointment or event, and payments for the remaining balance must be reconciled manually.

For information about reconciling other types of unpaid visits, see Reconciling an unpaid visit.

In this article:

To reconcile payment for appointments with deposits paid from the client’s profile:

1. On the Top Nav Bar, click the Search button  and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
2. In the list of clients displayed, click the appropriate client.
3. On the side menu, click Attendance.
4. On the Attendance menu, click Upcoming Schedule or Attendance History depending on whether the appointment has already occurred.
5. Find a session of the appointment in the list. You may have to filter the list to find the appointment.
6. In the Service Details column, click the appointment name.
7. Click STORE.
8. In the store, click Add to cart under Drop-in. The drop-in rate will represent the remaining balance for the appointment after the deposit has been paid.
9. Click Proceed to Checkout.
10. Select each payment method the client wants to use (the options are Virtual Terminal, Card Reader, Cash). In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required. If you select Gift Card, you must enter the required code, and the amount on the gift card will be entered automatically.
11. Click Complete. The sale is complete.
    • A receipt can be printed or emailed to the client at this time. For more information, see Printing receipts and Emailing receipts.

To reconcile payment for appointments with deposits paid from the schedule:

1. Click the App Drawer button .
2. In the App Drawer, click Schedule.
3. Click the appointment you want to reconcile. You may have to adjust the schedule’s filters and date range to find the appointment.
4. Click STORE.
5. In the store, click Add to cart under Drop-in. The price of the Drop-in will represent the remaining balance for the appointment after the deposit has been paid.
6. Click Proceed to Checkout.
7. Select each payment method the client wants to use (the options are Virtual Terminal, Card Reader, Cash). In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required. If you select Gift Card, you must enter the required code, and the amount on the gift card will be entered automatically.
8. Click Complete. The sale is complete.
   • A receipt can be printed or emailed to the client at this time. For more information, see Printing receipts and Emailing receipts.

To reconcile payment for events with paid deposits:

1. On the Top Nav Bar, click the Search button  and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
2. In the list that is displayed, click the appropriate client.
3. On the side menu, click Attendance.
4. On the Attendance menu, click Upcoming Schedule or Attendance History depending on whether the event has already occurred.
5. Find a session of the event in the list. You may have to filter the list to find the event.
6. In the Paid With column, next to Not Paid, click the Edit button .
7. Select Pay Now and click the Apply button . In the confirmation popup, click OK.
8. In the store, the event will appear under Products and Services. Click Add to cart under the event. The price of the item will represent the remaining balance for the event after the deposit has been paid.
9. Click Proceed to Checkout.
10. Select each payment method the client wants to use (the options are Virtual Terminal, Card Reader, Cash). In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required. If you select Gift Card, you must enter the required code, and the amount on the gift card will be entered automatically.
11. Click Complete. The sale is complete.
    • A receipt can be printed or emailed to the client at this time. For more information, see Printing receipts and Emailing receipts.