Billing Appointments
Available on: Desktop · Web · Phone
When a client's services are done, the job slip becomes a sale bill with the client and services already filled in. On the desktop it opens in the appointment billing screen; on the web it opens in the POS sale bill. Take the payment and save.
Ways to bill
Appointment Viewer
Right-click the client's appointment › Set Status As › Completed
Job Slip Viewer
Tick the services of one job slip › Create Bill
Grouped Appointment window
Select the members › Set Status As › Completed, then choose the paying customer in the customer search. A member booked on a package is billed on its own, to its own client — picking it with others gives "Package appointment cannot be billed in a group!"
Batch Manager
Finish the session — see Batch Manager
Menu › Billing › Create New Bill (desktop)
Opens a blank appointment bill to fill in by hand. It does not pick up job slips — to bill a client's services, use one of the ways above
Billing needs the sale bill right. Without it you are told "Billing rights not available!".
If Show Parameter Values Before Billing is ticked in Configuration, the Parameter Values window opens first so the after values can be recorded — see Check-In and Parameter Values.
What goes on the bill
The client of the job slip — or, for a grouped appointment, the customer you chose to pay.
Each checked-in service being billed, with its stylist recorded for commission. Any extra stylists booked on a service show in the bill's Other Agents column.
The price: with Use Agent+Service wise Item Rate ticked in Configuration, the stylist's own rate for the service — the male or female charge, by the client — with the cost of any products issued for it (plus the Multiplying Factor mark-up) added into the service's price; see Setup Agent + Service / Appointment Details. Otherwise, the service's item rate, as chosen by Default Rate.
Package services are billed at their package price — or only the extra charge, if one was set — and that amount is put on credit automatically, so you only collect for the rest.
When the bill is saved, the services are marked Completed (light blue in the diary) and leave the Job Slip Viewer. If the bill is deleted later, its services go back to CheckedIn and can be billed again.
Example. Riya's job slip has a haircut with Anita and a hair spa with Meera, both checked in. In the Job Slip Viewer, tick both and click Create Bill. The bill opens in Riya's name with the haircut and the hair spa at their rates. Take the payment and save — both services turn light blue in the diary.
Services already paid in a package
If every service being billed was prepaid in a package and has no extra charge, no bill is made. You are asked "Mark the selected Pre-Billed Package Appointment as Completed...", then enter remarks; you can then print the final job slip — see Appointment Status and Cancellation. A prepaid service with an extra charge goes on a bill for that charge.
If a package service is not paid up enough, billing stops with "Insufficient payment against package [package no.]! Billing is not allowed." — unless Allow Package Use Without Balance is ticked in Configuration. Take the payment for the package first in Customer Packages (menu › Packages › Package-Customer Link).
On the desktop
The bill opens in a tab called Appointment Billing — or a new tab each time (Appointment Billing [1], [2] …) if Open New Instance For Billing is ticked. A bill started from inside another window, such as a grouped appointment or the Batch Manager, opens in its own window. With Close Billing On Save ticked, the bill closes by itself when saved.
Direct Sale of a package
In Customer Packages, select a package and click Direct Sale to bill the package itself. The bill opens in its own Package Direct Sale window, items cannot be added, and it closes when saved. It is refused if an advance was taken against the package ("Advance has been entered against this package. Bill cannot be generated from here.") or a bill already exists for it ("Bill has been created against this Package... Cannot allow."). Direct Sale is not on the web.
On the web
Every way of billing — Completed in the diary, Create Bill in the Job Slip Viewer, a grouped appointment and Finish in the Batch Manager — opens the POS sale bill page with the client and services already filled in.
Save the bill as usual; you are brought back to Setup Appointments at the same place in the diary. Closing the POS page without saving also brings you back.
As on the desktop, you need the sale bill right.
If you have already started a new bill with items on the POS page in the same login, the appointment bill is refused: "A bill is being entered on the Sale Bill screen. Save or close it there, then set the appointment as Completed again." Any further Batch Manager bills waiting are not opened either — bill them later from the Job Slip Viewer.
Create New Bill is not on the web menu — use the POS page directly.
For a grouped appointment, the Grouped Appointment window opens again after the bill.
In the Batch Manager, Finish opens the bills one after another. A bill closed without saving is skipped, and that service stays in the Job Slip Viewer to be billed later. If you leave Setup Appointments instead, the remaining bills are not opened.