Reconciling Unpaid Visits for Services and Rentals

Once you start creating per-session-pricing-series, reconciling unpaids for a client becomes a snap. When you look up a client with unpaid visits on the Retail Screen, your system will present any per-session-pricing-series that is in the same program as the client's unpaid visits. Meaning, if your client has not paid for his last three yoga classes, and you have a per-session-pricing-series assigned to the Yoga Class Program, then simply looking up the client on the Retail Screen will present a per-session-pricing-series and adjust its session count to "3," which can be used to collect the money from the client.

Using Per Session Pricing for classes and rentals

If you check the "Use Per Session Pricing" Checkbox that appears on the Series & Membership screen for any of your series, then the system will automatically detect how many class visits your client owes you money for and insert that number into the Session Count field on the Retail Screen. The final price is the session count displayed on the Retail screen, multiplied by the price of the series. Another advantage to selling per-session-pricing-series (instead of selling lots of single series) is that the per-session-series will display as one line item on the client's Account Details screen. Whereas if you sell five single series (instead of selling one per-session-series) to pay for a client's five-unpaids, they will display as five different line items on the client's Account Details Screen. You'll also notice on the Retail Screen when you update the count, the price adjusts accordingly.

 

Where to Enable Per Session Pricing

• Feature's location: Toolbox => Services => Series & Memberships

You'll also notice that when the little Reconcile Unpaids Box appears in the Add Item Section of the Retail Screen, the system gives you exact dates for each unpaid. This will be helpful when you go to check a client out, and try to collect money for his or her past visits, especially when the client asks, "Could you tell me the dates of the unpaid visits?" We also display the running total of unpaids as time progresses. And this total adjusts itself if your "number deducted" for a class type or session type are greater than one. Also, the number of unpaids presented in the dropdown box now includes unpaid visits from related programs. This will maximize the clients' reconciliation by having them pay off as many unpaids as possible, even those from related programs.

• Feature's location: Retail Tab

If you create a series that your clients can use to pay for rentals, and enable the series' "Use Per Session Pricing" Checkbox, then you can quickly check a client out for lots of unpaid rentals at once.

You can also use the new Reconcile Unpaids Dropdown Box to reconcile just part of the unpaid rentals. For example, if your client has a room checked out every Tuesday from now until the end of April, but you only want to collect payment for his rentals over the month of February, then you could:

1. Book him into the room from now until the end of April
2. Look him up on the Retail screen
3. Look up the rental series with the Per Session Pricing
4. Choose the latest reconcile date in February
5. Observe that the price is automatically reconciled up to that point
6. Complete the sale

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