How to book claims due "pay later" correctly

This article is about how to correctly book receivables with the payment method pay later.

• Mark receivables as settled in the member overview
• Forward open receivables to the direct debit run
• Recommended procedure for booking payments
• Conclusion

Quick guide:

1. Navigate to Finance / Account in the member overview.
2. Select the open receivable from the sale.
3. Release the open receivable for the payment run if necessary.
4. Go to Finance / Payment Runs in the menu and complete the payment run to collect the receivable.

Mark receivables as settled in the member overview

If a member chose the option pay later for a purchase, you have the option to send the customer an invoice for the products. When the member sends the money via bank transfer, the payment must be correctly booked in the system.

1. Navigate to Finance / Account / Book Payment in the member overview.
2. A processing window will open. Fill out the fields and select the settled receivable under Invoice Assignment.
3. Book the payment.

This links the payment receipt with the receivable to be settled. The receivable will then be marked as paid accordingly. Alternatively, you can forward the receivable to the direct debit run.

Note: If the money is transferred directly to the studio account and is not linked with the open receivable, the member's receivable will remain open in the system.

Forward open receivables to the direct debit run

You can collect open receivable amounts from the sale via Finance / Payment Run. Once the payment run is completed, the open receivable will be marked as paid. An invoice was already created at the time of purchase. The payment merely confirms the transaction, as the original receipt including VAT has already been issued.

Recommended procedure for booking payments

1. Navigate to Finance / Account in the member overview.
2. Select the corresponding open receivable from the sale.
3. Release the open receivable for the payment run if necessary.
4. Go to Finance / Payment Runs in the menu.
5. Create a payment run and complete it to collect the receivable.

Conclusion

Settling open receivables via direct debit collection is the recommended procedure to ensure payments are correctly booked. This ensures that all open receivables in the cash register system are marked as paid and no discrepancies occur.