A pending offline payment is a payment that is awaiting confirmation that it has been paid to your business.
*The Billing/Revenue >> Pending - Pending Offline section will re-direct you to To-dos >> Offline Payments. We're working towards transitioning all actionable items on the system over to To-Dos. For more information on which items will be moving to To-dos, please see Transitioning to To-dos.
There are two sets of actions for pending offline payments in the 'Actions' menu next to each payment. Let's take a look at each one.
From here you can confirm that you have received a pending payment, and amend the confirmation date. This might be particularly useful if you have confirmed a payment via one of your offline payment methods on a different date outside of TeamUp, and want your internal records and TeamUp to match.
You can confirm individual payments by clicking 'Actions' next to each payment, or bulk confirm, as seen below.
You can also void any payment that is no longer required or void in bulk, as seen below.
If you need to edit a payment, simply click 'Actions - Edit' to change the amount.
There are several actions available for overdue offline payments:
- Convert to bill
- Cancel membership
- Change membership's payment method
- Block registrations on the customer's membership.
Convert to bill
You can change a customer's pending offline membership payment to an online bill that they can pay via one of your online payment processors (Stripe, GoCardless, etc.). For more information, see Process a pending offline membership payment as an online bill.
This option is only available for recurring memberships.
This option will cancel the customer's membership entirely, i.e., stop all future payments and registrations.
You'll be able to choose the expiry date and you'll also get the option to void any other outstanding payments linked to the customer's membership, as seen below:
Change the membership's payment method
If the customer has another payment method saved on their account (a credit card, direct debit, etc.), or you've got their new details, you'll be able to change the payment method on their membership to collect the payment. Please note this option is only available for recurring memberships.
For more details on how to change the payment method after selecting this option, see How to change a customer's payment method.
Once the payment method has been changed, you'll be able to void the customer's offline payment as seen earlier in this guide, and create an ad-hoc payment to collect the outstanding amount.
From here you also have the option to block the customer's membership until they've paid.
To remove the block, click the customer's membership in To-dos >> Offline Payments, as seen above, or go to the customer's profile (Customers >> Customer List >> search customer >> click 'Memberships' tab >> click membership name).
Once in the membership, click 'More information' and then 'Remove block' to allow the customer to book classes again.