Payments, credit and the cash desk

The answer to "Did this customer pay the rest?" should be on the job itself, not in a notebook. İşlemde doesn't take money or read cards: whatever you took, cash, card on your own POS terminal or bank transfer, it records it and keeps the account.

A job's account

The Payment card on the right of the job page has three lines:

• Amount. The VAT-inclusive total of the quote the customer approved. If there's no approved quote, the estimated price you entered at intake. If neither exists, it says "Not set".
• Paid. The total of payments taken, minus any refunds.
• Balance. What the customer still owes.

The label in the card's header tells you the job's status: Paid, Partly paid, Unpaid or Free of charge. The same label shows on the Jobs list and the dashboard too. It's normal for a job that hasn't been picked up yet to be unpaid, so the Unpaid label only appears on jobs that have been picked up.

The amount updates by itself when a quote is approved, the estimated price changes or the job is cancelled. Nothing is owed on a cancelled job.

Taking a deposit

When you open a new job, the Problem step has a Deposit field. Enter the amount and choose how it was paid: cash, card, bank transfer / EFT or other. The deposit is printed on the intake receipt and recorded in the job's payments and the day's cash desk.

Taking a payment later

When the customer brings the rest before or after pickup, tap Take payment on the job page. The amount is filled in with the balance; change it if the customer is paying part of it. You can write a note like "second instalment". The same button is also in the ⋯ menu in the header.

On a job with a balance, the Payment card also has a Send payment reminder button. Tap it and the customer gets a message with the balance and the tracking link: on WhatsApp if it's connected and the customer has agreed, otherwise by SMS. If neither is connected, or the customer has no mobile number saved, the dashboard tells you.

Payment at pickup

The Payment section in the Hand over window shows the amount, what's been paid and the balance. The amount taken is filled in with the balance; if the customer isn't paying right now, choose No payment taken and the balance stays on the job as credit. The handover record shows the amount, every payment including the deposit, and the balance owed.

Free of charge or under warranty

For a job that came back under warranty or one you're not charging for, turn on the Free of charge / under warranty switch; it's in both the handover window and the Payment card. The job's amount stays on record, but no balance is owed, the job doesn't go on the credit list and the amount isn't shown on the customer's tracking page.

Refunds and wrong entries

If you gave money back to the customer, tap Refund on the Payment card. A refund can't be more than the money taken for that job.

You can't delete an entry made by mistake; you cancel it: tap Cancel next to the entry in the payments list and write the reason (like "wrong amount entered"). The cancelled entry stays on the list, struck through, but isn't counted in the account, the cash desk or reports. Who cancelled it, when and why is written to the job's history. Only the business owner and managers can cancel entries.

Credit

Jobs that have been picked up but not fully paid are found with the Payment filter on the Jobs list:

• With a balance: every job with money owed, including those not yet picked up.
• Handed over, not paid: jobs where the device was taken but the money wasn't fully paid.

The Cash desk card on the Today page shows the total credit and how many jobs it's on; tap it to open this list. Past jobs imported by CSV don't count as credit unless a payment is taken.

Daily cash desk

The Cash desk page in the left menu shows one day's payments:

• The day's net takings: payments taken minus refunds.
• Separate totals for cash, card, bank transfer / EFT and other. At the end of the day, the cash in the drawer should match the Cash total.
• All the day's entries, newest first: time, job, customer, payment method, who recorded it and the note.

A day runs from midnight to midnight, Istanbul time. You can switch to another day from the calendar; if you have more than one branch, pick a branch. Print end of day opens the report for A4 or a receipt printer; the logo and signature fields follow your choices in Settings → Printing.

To get every payment in a date range into Excel, choose Payments in Settings → Import and export.

Who can see it?

Employees don't see amounts, payments or credit; they can hand over a device but can't record a payment at pickup.

What does the customer see?

The tracking page shows the amount, what's been paid and the Balance; once the device is ready, these sit next to your address and opening hours. On a free-of-charge job, or one with no amount set, this section doesn't appear. If the amount comes from the estimated price rather than an approved quote, it says "Estimated amount".