WEBVTT 00:00:04.900 --> 00:00:11.020 Hi there and welcome! Irina here. In this video let us talk about managing 00:00:11.020 --> 00:00:18.120 payments in a Zenda account. We'll have a look at how to add payment methods so 00:00:18.120 --> 00:00:25.000 that all types of payments are actually recorded well in your Zenda account and also 00:00:25.000 --> 00:00:32.139 how to add them to your invoices. To begin with let us have a look at the payment 00:00:32.139 --> 00:00:36.080 settings that are available in your account. To do that let's go 00:00:36.080 --> 00:00:45.060 to the settings menu and find the payment category here. Depending on 00:00:45.060 --> 00:00:49.979 your geographical region you might see slight differences for the 00:00:50.689 --> 00:00:57.080 example if your account isn't located in Australia you won't see the Medicare 00:00:57.080 --> 00:01:03.159 and Tyra options. So these two are for Australian customers. Anyway 00:01:03.159 --> 00:01:07.059 what else you can set up through the payment settings is the payment 00:01:07.059 --> 00:01:13.120 methods insurers and you can also enable and connect your Zenda account 00:01:13.120 --> 00:01:19.639 to your Stripe account through this menu for processing a card not present payments 00:01:20.500 --> 00:01:27.379 Anyway to begin with let us have a look at the payment methods here So each 00:01:27.379 --> 00:01:31.099 account once you start a new trial comes with a list of manual 00:01:31.099 --> 00:01:37.059 payment methods already added for you and here on this page you can tidy this up 00:01:37.099 --> 00:01:43.019 For example you can remove the payment methods that you won't be using so that 00:01:43.019 --> 00:01:50.440 they're not cluttering your views So for example you won't be accepting Amex cards and 00:01:50.440 --> 00:01:56.559 in this case you can just deactivate the payment to remove it from your list If 00:01:56.559 --> 00:02:02.099 you want to add a payment method that's not available here click add and just 00:02:02.099 --> 00:02:07.599 give it a name what type of payment method this is for example a debit card and 00:02:07.599 --> 00:02:13.240 save the changes So this way you can set up your list of payments that 00:02:13.240 --> 00:02:17.479 your business is working with and they will always be available for you 00:02:17.479 --> 00:02:24.080 If you integrate your account your Zenda account with a Stripe account and if 00:02:24.080 --> 00:02:29.320 you are located in Australia and you integrate with a Tyro processing then 00:02:29.320 --> 00:02:34.080 those two methods will also show up here in the payment methods and 00:02:34.080 --> 00:02:40.460 will be available for selection when you are recording a payment in Zenda If 00:02:40.460 --> 00:02:45.660 you ever made a payment method inactive you will still be able to access it just 00:02:45.660 --> 00:02:51.139 click on this show inactive switch here at the top and all the payment methods 00:02:51.139 --> 00:02:56.460 that you have deactivated previously will be showing here in this grayed 00:02:56.460 --> 00:03:01.179 out form So you can just click one and if you want to make it active and start 00:03:01.179 --> 00:03:09.020 using it again just turn on this switch and save and there you go these payment 00:03:09.020 --> 00:03:14.100 methods becomes available If you are deactivated a payment 00:03:14.100 --> 00:03:19.100 and it's sitting here for the historical records it will still be showing on the 00:03:19.100 --> 00:03:21.899 invoices where this payment method was used 00:03:31.820 --> 00:03:36.179 If you want to add a payment method that's already existing in 00:03:36.179 --> 00:03:41.179 your deactivated list the system will warn you about that So for example I 00:03:41.179 --> 00:03:49.020 want to add a payment method check and when I try to save it I will see 00:03:49.020 --> 00:03:54.139 that this error notification it says that the payment method with this name 00:03:54.139 --> 00:04:00.179 already exists and if I don't see it here in the list of active payments what 00:04:00.179 --> 00:04:08.039 I'll need to do let's just delete that I'll just click here again the show 00:04:08.039 --> 00:04:12.179 inactive switch and have a look and yes here it is I have a check payment 00:04:12.179 --> 00:04:17.100 method that's already been used by me and made inactive so I'll just make 00:04:17.100 --> 00:04:25.059 it active again and save and I will be able to use this again So we do this for the 00:04:25.059 --> 00:04:29.019 recording purposes so that all your data is saved correctly and 00:04:29.019 --> 00:04:35.000 if you were using a payment method and then made it inactive the system won't allow 00:04:35.000 --> 00:04:40.579 you to duplicate the same payment methods you just enable it and start using again 00:04:43.260 --> 00:04:49.299 Okay let's move on and process our first payment here in Ascend account So 00:04:49.299 --> 00:04:55.140 to do that let's have a look at probably the most common use case for processing 00:04:55.140 --> 00:04:59.319 payments Paying for a client collecting a payment for the client's 00:04:59.319 --> 00:05:05.040 appointment after the session has been provided to the client So to do that 00:05:05.040 --> 00:05:12.619 let's just first click into the day view so that we have a bit of a better look at the 00:05:12.619 --> 00:05:17.359 appointments that have been provided and we have this appointment that 00:05:17.359 --> 00:05:25.160 is already past its time the service has been provided it's probably let's change 00:05:25.160 --> 00:05:29.079 the status to completed because the service has been provided to the 00:05:29.079 --> 00:05:35.220 client Wonderful So now we scroll to the invoicing section of the appointment 00:05:35.220 --> 00:05:39.239 panel and here we have the payments option the payments drop down 00:05:39.540 --> 00:05:43.849 Let's click into it and select what type of payment method we are 00:05:43.849 --> 00:05:48.759 using when processing the payment for this client So for example they're 00:05:48.759 --> 00:05:55.299 using the visa card to pay through the card terminal that you have available at your premises 00:05:55.299 --> 00:06:00.040 The payment amount will be added here automatically it will be equal 00:06:00.040 --> 00:06:05.239 to the amount owing on this invoice So you process the payment on the terminal and 00:06:05.239 --> 00:06:10.600 now you're making a record of it in your Ascend account Let's just save 00:06:11.619 --> 00:06:16.959 Wonderful The payment has been processed successfully the amount owing is zero 00:06:17.200 --> 00:06:25.000 So what you can do now if necessary you can print out this receipt and provide 00:06:25.000 --> 00:06:30.339 it to your client So let's have a look just quickly at the preview we 00:06:30.339 --> 00:06:37.179 will see that the payment has been recorded at the bottom of this document and it shows how 00:06:37.179 --> 00:06:41.200 much was paid how it was paid when it was paid and the balance 00:06:41.200 --> 00:06:47.110 owing for this particular invoice So you can just click print and print it out to provide 00:06:47.110 --> 00:06:53.319 it to your client Alternatively if they prefer to receive other invoices and 00:06:53.319 --> 00:06:59.260 receipts via email you can just click email envelope here on the invoicing panel 00:06:59.260 --> 00:07:05.079 as well and just send that invoice to the client Once processed 00:07:05.079 --> 00:07:12.579 you will see that the envelope icon here on the invoicing panel has changed to an open 00:07:12.579 --> 00:07:19.079 envelope This means that the document the receipt in this case has been emailed to the payee 00:07:25.399 --> 00:07:30.040 So now let us have a look at another option So for example you have 00:07:30.040 --> 00:07:35.299 one more appointment that just finished and you need to process the payment for this 00:07:35.299 --> 00:07:40.059 appointment for the client Let's also set it to completed just 00:07:40.059 --> 00:07:46.000 to keep our records straight and now the client would like to split this 00:07:46.000 --> 00:07:53.140 payment so they would want to pay partially by cash and partially by a card and still 00:07:53.140 --> 00:07:58.179 you are able to do that So for example let's click into the payment method and first 00:07:58.179 --> 00:08:02.700 you'll be for example processing a card payment on the terminal that you have 00:08:02.700 --> 00:08:08.160 available and this time they're using their MasterCard and they want to 00:08:08.160 --> 00:08:14.239 put for example 90 on the MasterCard That's what you'll do You'll just manually 00:08:14.239 --> 00:08:18.440 enter the correct amount that you've processed through the MasterCard 00:08:19.160 --> 00:08:25.260 and then if there is another part of payment they're ready to pay now with 00:08:25.260 --> 00:08:31.079 cash for example just click on this add payment line here The second payment 00:08:31.079 --> 00:08:37.619 method will become available to you The remaining amount will be allocated automatically 00:08:37.619 --> 00:08:43.919 and you just need to process to select what type of payment method was used for 00:08:43.919 --> 00:08:50.719 this additional payment So that's how you can split the payment on one 00:08:50.719 --> 00:08:57.059 invoice and click save Excellent There you go Let's have a look at the preview 00:08:57.059 --> 00:09:03.179 of this invoice and now we can see that two payments have been recorded 00:09:03.179 --> 00:09:09.280 on this receipt So again date collected the type of payment method and what 00:09:09.280 --> 00:09:14.059 amount has been processed using each of those methods Similarly you can 00:09:14.059 --> 00:09:21.000 either print this out or send the receipt using email Now let us have a 00:09:21.000 --> 00:09:27.000 look at how you can record a payment that has been received for the past appointment through 00:09:27.000 --> 00:09:32.280 the bank transfer for example To do that we'll go into the quick search select 00:09:32.280 --> 00:09:36.119 invoices and here just enter the information that you have 00:09:36.119 --> 00:09:42.080 available about that payment So for example it could be an invoice 00:09:42.080 --> 00:09:49.039 number that the client referenced in their bank transfer So let's do that Okay 00:09:49.039 --> 00:09:54.219 excellent So we were able to find that invoice Let's just click it here 00:09:56.780 --> 00:10:03.039 and the invoice editing page has been opened You can also add payments using 00:10:03.039 --> 00:10:08.140 this interface Let's just go to the invoice payment section here and 00:10:08.140 --> 00:10:13.559 click add payment and here in the payment methods select the method of 00:10:13.559 --> 00:10:20.119 this payment So in this case it is the direct deposit that the client have 00:10:20.119 --> 00:10:26.020 sent you Again here's the amount just check that it's correct and save it 00:10:26.039 --> 00:10:31.260 There you go you added the payment you received through your bank transfer and you made 00:10:31.260 --> 00:10:36.200 a record of it in your Zender account And this is everything that I wanted 00:10:36.200 --> 00:10:40.260 to cover in this video Please watch other videos for more 00:10:40.260 --> 00:10:42.859 information about managing payments in Zender