There are a couple of different methods that may be used to enter a charge, payment, or a combination of both for an individual account. This article will give you step-by-step instructions on each method. Additionally, this guide will explain how to manually apply payments and credits to charges, empowering users with full control over transaction management.
Entering a Charge:
Use the search function or the account list to select the needed account.
Click Charge at the left of the page.
Use the pull-down menu to select charge kind.
Enter the date you wish to appear on the charge.
Use the Charge Code menu to select the Charge.
If needed, edit the description by clicking and typing the description field.
Select if the charge can be payable online.
The amount may be changed by clicking and re-entering it in the Amount field.
Click the Enter Charge button.
The new charge should now appear under existing charges
Entering a Payment:
Use the search function or the account list to select the needed account.
Click Payment at the left of the page.
Enter the date that you want to appear on the payment.
Use the Type menu to select from Cash, Check, Credit Card, or Other.
Enter a reference or reference number if needed.
Edit the description by clicking and typing in the Description field.
Enter the Amount of the payment.
Click the Enter Payment button.*
Once the payment is entered you will be directed the Apply Payment screen.
Apply the payment to the appropriate charge.
Click the arrow to the right of the charge to determine if you want to apply the entire or partial payment to the charge.
Steps to Apply an Existing Payment to a Charge
Navigate to the account’s transaction screen.
Locate the payment that you wish to apply.
Click the action menu (located next to the payment).
Select the option to Apply the payment.
Choose the specific charge to apply the payment to.
Confirm your selection to complete the process. Remember, payments are calculated but not automatically matched to charges, ensuring that studios retain control over allocations.
Steps to Apply Credits to Charges
To apply credits in Akada, studios must manually perform this process. Here are the two main ways:
Through Individual Accounts:
Go to the account's transaction screen.
Locate the available credit.
Apply the credit to the desired charge per transaction guidelines.
When Posting Charges for the Studio:
During the charge posting process, you can choose to apply any unapplied credits or payments toward the new charges. This ensures that existing account credits are utilized effectively. These manual steps provide maximum flexibility for managing finances within Akada.
Entering Charge + Payment:
Use the search function or the account list to select the needed account.
Click Charge + Payment at the left of the page.
Enter the date of the charge.
Choose the charge type and make any edits to the description and amount.
Enter a Payment Date.
Use the Type menu to select from Cash, Check, Credit Card, or Other.
Enter the reference, description, and amount.
Click the enter payment button.
You will receive a pop-up indicating the charge & payment were successful and giving you the option to print or email the customer a receipt.