Customer Packages
Available on: Desktop · Web · Phone
This is where you sell packages to a client, take payments and refunds against them, and see how much of each package is left.
In Setup Appointments, open the menu and double-click Packages › Package-Customer Link. It opens in its own tab, Package-Customer Link; the screen itself is headed Customer Packages.
Finding the client
Click Customer (F4) and pick the client. Their account balance shows beside it (DR, CR or NIL), and Ledger opens their ledger. Type a package title or ID in Search Package to narrow the client's list as you type.
The upper list shows every package the client has, expired and cancelled ones too — Package ID, Status (Active, Canceled, Completed …), Cost, Balance (what the client still has to pay on it), Start and End. Click one to see its details — amount paid, in use, refundable, agent, discount and bill — and its services below under Package Services: Service Name, Service Count, Pending Count, Service Group Name, Pack Name and Rate.
Selling a package — Package Sale
Click Add Package. The Package Sale window opens.
Package Prefix and Number — pick or type a prefix; the next free number for it fills in, and the prefix is remembered for next time.
Customer... and Agent... — the client (already filled in) and the agent who sold it. If no agent is picked you may be asked to pick one.
Package — only active packages still within their valid date are listed (only this branch's, if packages are set up branch-wise).
For a fixed services package its services are listed with their Service Count, Service Group Name, Pack Name and Rate. You can give a Discount % — a discount may need a supervisor's password. If the package has a minimum and maximum quantity, tick the services the client chooses — at least the minimum and no more than the maximum (Select All ticks them all).
For a value based package, enter the Package Amount and the Scheme Amount (the free extra) — both are needed; amounts set on the package are filled in and cannot be changed. Total Value shows the two together.
Click Save and confirm "Are you sure you want to save selected package?".
The package is added to the client as Active from today, with its full cost as the Balance — nothing has been paid or billed yet.
Taking a payment — Customer Package Payment
Select the package and click Payment — or double-click it, if Package should always be sold is not ticked in Configuration. (If that setting is ticked, a package must be billed before it can take a payment.) The Customer Package Payment window opens with the Package ID filled in — or type the ID (prefix and number together) and click Get Details or press Enter.
Choose the Payment Mode — Cash, Credit Card or Cheque. For a card, pick it with Card No.; for a cheque, enter the Cheque No., Cheque Date and Bank.
Enter the Amount, click Add and answer Yes. You cannot take more than the balance unless Allow Excess Package Payment is ticked — the amount is cut to the balance and you are told how much to hand back ("Please return balance amount …").
The window closes once the payment is saved.
Refunds
Refund (it shows the amount) appears when the client has paid more than they have used. It refunds all of that amount and cancels the package. It is not allowed once the package has expired, or if any part was paid by card or cheque, and it may ask for a supervisor's password.
Payment History
The Payment History lists the payments, refunds and any cash taken on the package's bill (shown as Sale) — Payment Type, Payment Amount and Year. Tick entries to Delete them or Print their receipts. Bill entries cannot be deleted, and deleting a refund makes the package active again.
The cash account
Payments and refunds need the default cash account set — click Configuration on this window (or Configuration › Package Payment Config in the menu). Otherwise you see "Default cash card account is not selected!". The same screen can open the receipt in print preview after a payment or refund.
Example. Kavya buys 10 HAIR SPAS for ₹8,000. Click Customer (F4) and pick Kavya, click Add Package, choose the package, click Save and confirm. Then select it and click Payment: choose Cash, enter 4,000, click Add and answer Yes. Her package now shows a Balance of ₹4,000. With Allow Package Use Without Balance off, she can use hair spas worth up to what she has paid — five of the ten, at ₹800 each — before paying the rest.
Other buttons
Detach
Removes a package sold by mistake — it is deleted completely, after asking. Only possible while nothing has been used, paid or billed on it
Discount Coupon
Turns the unused amount of a billed, value based package into a coupon — shown only when Allow Discount Coupon Creation for pending package amount is ticked. See Value Packages and Discount Coupons
Cancel Bill
Cancels the bill of a package that has been billed but not used — only a bill of the current financial year that has not been posted, and only with cancel rights on Sale Bill
Direct Sale
Bills the package (desktop only) — only before any payment has been taken on it and if it is not billed yet. See Billing Appointments
Close
Closes the tab, after asking (not on the web)
On the web
Customer Packages works the same way on the web, except:
there is no Direct Sale, F4 shortcut or Close button;
you tap a package card to pick it (no double-click);
Search Package matches the package ID or its status;
the package prefix is changed to capitals and the number takes digits only;
in the payment window the modes read Cash / Card / Cheque, and Get Details reads Get.