When an enquiry wants to sign up at your club or your gym for the first time, you can create an invoice and assign a membership for the services they have chosen. e.g. An enquiry signed up for 3 months gym membership and group classes services, both can be invoiced.
Search the client by their Contact Number, Name, Email Id, Client ID or by National Id in the Omni search.
Click on the Membership Bill option for Invoice creation.
It will redirect you to the Member Creation Form.
Fill the Mandatory Fields. e.g. Date of Birth, Workout Time and Email Id. In case if the pink highlighted fields i.e the mandatory field are left blank you cannot proceed to the next step.
You can click on the PLUS (+) icon for the Optional Fields if you have any additional information to be filled.
In case If you have any additional information to add for e.g. Member’s Photo or Emergency Contact Person Name and Number or Medical Information you can add those in the Optional Fields.
Click on the Update button and the system will redirect you to the Invoice Billing page.
This is the Invoice/ Purchase billing page. All the fields on this Invoice page to be filled in properly, validate all the information before you save the Invoice because once the invoice gets generated you cannot edit anything in the Invoice
On the left-hand side fill in the below information:
Billing Name - Billing Name means the name of the person who paid for the services. Billing name field by default has a Member Name however you can edit this field. That is, if the company is paying for the service then the company name can be added or if the spouse is paying for the service then the spouse name can be added. e.g. Member Name could be ‘XYZ’ but Billing Name could be ‘ABC Company Name’ because let's say the company has paid for the membership for this XYZ employee. Thus on Invoice the billing name will be printed as ‘ABC Company’ while the membership will be assigned to the ‘XYZ’ Member.
Bill Date - This date will be by default today’s date, this is also called the purchase date i.e the sale done date.
Billing Owner - Select the staff name who has closed the sale, so that the sales collection will be reflected under the respective sales agent name. Note: If Billing Owner field is not selected. Then by default the bill owner would be the Client Representative.
Card No. - enter keyfob/Card number in the card number field if it's applicable to you.
From the Membership tab, select the Membership for which the Invoice to be created. e.g. Gym Floor - 12 Months.
After selecting the membership you get an option to change the Start Date. This is an activation date of the membership. Please note, the activation date will be by default the current date, you need to change the activation date when the client will start his first day at the gym or as per client’s request.
Click on the Session Owner drop-down and select the Owner i.e you can define the assigned trainer for that member. This field can be configured as mandatory or non-mandatory. This is mainly used for the session-based services like, Personal Training, Nutrition, etc where you need to define or assign a trainer who will be conducting those sessions with the Member.
Now Click on Add To Cart.
Under the ‘My Cart’ section, you can apply for a discount as per your allowed rights and mention the discount reason as well.
If you're allowed to give a discount as per the access rights. Then you can give a discount on two methods either on the base amount or on the total amount after GST.
If you want to give a discount on the base amount, then you'll see two columns next to the membership name under My Cart. The first column can be used to give a discount in percentage and the second column can be used to give a discount on the amount.
We recommend discount to be given on the Total amount under Orange block fields. This helps you to get the round off amount in the Total amount to be paid. Follow the above-mentioned steps next to the Discount field under the orange block.
Under the ‘Payment’ section select the Mode of Payment. The client can make the payment with single-mode or multiple payment mode options like pay by Cash, Credit Card, Debit Card, Cheque. Validate the payment information is correctly entered because once the Invoice is generated it cannot be edited, you need to cancel and recreate the entire Invoice again.
Post verifying the details click on the Pay Now button
In the orange summary box, validate the details like Sub Total, Total Vat, Total Amount, Paid Amount and the Balance amount before you click on the ‘Submit’ Button in green.
If the payment mode is Cheque, Credit card or Debit Card, please note the following to be filled as below:
Instrument Number stands for ‘cheque number’ or in case of credit card or debit card transaction the instrument number will be the last four-digit number of the cc/dc card
Instrument Date stands for ‘cheque date’, in case of credit/ debit card transactions use charged date i.e cc/dc swiping date.
Instrument Expiry Date stands for Credit/Debit card expiry date.
Auth Code stands for Authorization or Approval code which you’ll see on the hard copy of the receipt after swiping of the DC/CC on a Payment terminal machine.
In case if the client has not paid in full, the invoice will accept the paid amount and the remaining amount will be kept outstanding on the Invoice.
e.g. from the Total Bill Amount of Rs 5000 the paid amount is Rs 2000 which will be your receipt amount and the Balance amount will remain on this Invoice will be Rs 3000.
Click on the follow-Up option and enter the follow-up details so that you can follow-up with the client for the balance payment.
Validate the details like Bill Total, Total Vat, Total Amount, Paid Amount and Balance amount before you click on the ‘Submit’ button.
Once you click on the Submit button and Invoice will be generated.
You can email this Invoice or Print the Invoice.
Refer to Print & email invoice copy to learn more
1. What if the client makes payment with more than 1 mode of payment?
Ans: e.g. If at the same time the client makes payment for the invoice of Rs. 5,000 by paying Rs. 2,000 through cash and Rs. 3,000 thorough Debit Card, then initially you can select the mode of payment cash, enter the amount paid by cash which was Rs. 2,000 and click on Pay Now, the again in the Mode of Payment select Debit Card and enter the amount paid through debit card which was Rs. 3,000 further proceed by clicking on the Pay Now button and then click on Submit as mentioned in the steps above.
2. Is it important to create the Follow-Up for Balance Amount?
Ans: Yes it is important to create a follow-up for balance as it will help you as a reminder so that you can follow-up with your member for the balance amount.
3. Is it possible to create a backdated invoice?
Ans: Yes it is possible to create a backdated invoice for doing so once you reach the Invoice page on the left hand side you will get an option as Billing Date where you can change the dates.