7.3 Receiving a Payment

1. Open the member's record. Owing in the top section will show any outstanding balance. Go to the lower Membership section and open Member's Account and then Transactions. This will show all entries.
2. In the back office set up for programmes you can tick the box that allows Automatically Add Payments. For such programmes the payment will automatically show as having been paid in full and no further action is required. This is designed to save input time when the payment is normally made in full on taking out or renewing a membership. If payment has not been made in full the amount can be amended by highlighting the transaction line, going to Payments on the top menu bar, Edit Payment , then amend the amount or payment type.
3. The Automatic Add Payments function can cause confusion if not all programmes have been ticked and there are several receptionists who may not remember when they need to manually add a payment. In that case either all programmes should rely on manual payment entry or all automatic payment boxes ticked so that treatment is consistent.
4. Point of Sale (selling of items etc) will also automatically allocate a payment as above. No further action is needed unless details to be changed through Edit.
5. For other payments where automatic function does not apply, go to Member's Account, then Payments. Click on Add Payment icon.
6. Enter the payment values appropriately. If the cost has been invoiced choose from the drop box the invoice number. If it has not been invoiced, choose from the drop box under Payment is For. If Print Receipt is required this will confirm transaction. Otherwise click on Add Payment at bottom of payment screen to save.
7. If you need to change the payment details, go to Members Account, Payments, and highlight the payment you wish to edit. Click on Edit Icon in that screen. Make the changes in the payments action screen and then Add Payment to save the changes.
8. Point of Sale transactions are entered from GymMaster on the top menu bar under Point of Sale. See separate section of manual for details. If it is decided to save the transactions to the member's account, the transactions can be viewed under Member's Account, POS Transactions.