Editing Payments
You can only edit payments that are not marked as paid. If you want to edit a payment that is marked as paid you must first mark it as not paid.
Mark a Payment as Not Paid
Payments marked as paid are used to calculate numbers on weekly franchise reports. If you change a payment after the franchise report has been printed, the numbers in your Simple Appointments software will not match. If the payment has any chance of having been included on a franchise report, it is better to enter a refund than to mark the payment as not paid.
To mark a payment as not paid, simply click the red 'X' next to the date under the “Paid Date” column.
3rd Party Loans
If the payment involves a third party loan, click the red 'X' under the “Student Paid Date” column to indicate that the student has not paid. Click the red 'X' under the “Paid Date” column to indicate that the studio has not been paid by the loan company. A payment cannot have either date filled if you wish to edit it.
Edit a Payment
On the right side of any payment that is not marked as paid, there is an icon of a pen with the word “Edit”. Click this link to edit the payment.
You will be taken to a form with 2 to 4 boxes to fill out. There is a due date and amount for all payments. Miscellaneous (non-unit) payments may have one or two additional fields for entering taxes, if your studio has taxes enabled.
Due Date
This field is automatically filled with the current due date of the payment. If you want to change the due date, enter the new due date in this field. This field cannot be blank.
Amount
This field is the amount that the studio will be receiving. It defaults to the before tax amount of the payment.
Taxes and 3rd Party Loans: If your studio has taxes or 3rd party loans, this should be the amount before any taxes or 3rd party loan fees. Taxes will be recalculated for this new amount.
Changing the amount of a unit payment will affect other unit payments. If you increase the amount of a payment, the last payment the student makes will be decreased by the same amount. If you decrease the amount of a payment, a new payment will be added for the amount you decreased. The due date of this new payment will be the same as that of the payment you are editing.
Taxes
If your studio has taxes enabled, miscellaneous payments will have a box for each tax, allowing you to modify the tax amount of the payment manually in case a different rate applies than would apply to unit payments. When you change the amount box, the taxes box(es) will default to the tax amounts specified in your configuration. You can then change them to different values if necessary.
Saving
When you are done editing the payment, click “Save” to finish.
