Every payment in one list

Every payment over the days you choose, however it was paid, with what has gone back. Filter it, search it, open the bill, and give money back, all from one list.

The All payments tab on the Payments screen, under Bookings, is your shop’s own record of money coming in and going back. Every payment over the days you pick is listed, however it was paid: a card online, a card the customer left on file, cash, your card machine, or an older booking that somebody simply marked as paid. Each row says who paid, what for, how, who took it, and how much has gone back.

It is also where you give money back. Money only goes back the way it came in, so the Refund button on each row knows whether it is sending money to a card or recording cash you handed over. That side has its own article: Refund a customer.

Do not confuse this tab with Payments under System. That screen is about your Booked Payments account: your balance, your payouts and your recent card payments. This tab covers every payment at the shop, cash included. The table near the end sets the two side by side.

Where to find it

Take payment is a feature you switch on. Open Features under System and turn on the Take payment card under Taking money. See Switching features on and off. Payments then appears in the sidebar under Bookings.

1. Open PaymentsIt sits under Bookings in the left-hand menu, between Bookings and Unfinished.
2. Stay on All paymentsThe first tab, and the one the screen opens on. Take payment, next to it, is the bills that still owe money; All payments is the money itself.
3. Pick the daysThe list always opens on Today. Change it with the buttons above the list.

Booked remembers which tab you used last on that browser, so if you left it on Take payment, that is where Payments opens next time. The days are not remembered. Quick sale and Walk-in stay on the right of the tabs for anyone allowed to take money.

• 1All payments / Take payment — the two tabs of the Payments screen. Booked reopens the one you used last on this browser.
• 2Taken, Refunded, Net — totals for the days showing. They are explained under “The three totals” below.
• 3Today / 7 days / 30 days / Dates — which days to list. Dates lets you pick your own.
• 4Every way — shows every way of paying, or narrows the list to one.
• 5Search by customer… — matches part of a name or email address.

What it lists

There is one row per payment. Refunds do not get rows of their own: each refund shows on the payment it gave back, so a payment and everything returned from it sit together. Quick sales are listed alongside appointments. A payment with no customer name reads Walk-in for an appointment and Quick sale for a sale.

• Card, online. Paid on your booking form, a deposit or the full price. Under it the row reads Paid online.
• Card on file. Charged at the desk to a card the customer saved with their permission. This needs Booked Payments. See Cards on file.
• Cash. Recorded on a bill at the desk.
• Card machine. Taken on your own terminal and recorded on a bill. Booked does not talk to your machine. It records what you tell it.
• Recorded by hand. A booking marked Paid (cash / in person) in the booking editor instead of being paid on a bill, so Booked does not know how the money came in. Under it is the name of whoever marked it, or Marked paid on the booking for bookings marked paid before this version.

Older money, and why some dates look early

When you update to this version, Booked copies the money your bookings already had into this list: their online card payments, older charges to a card on file, and bookings marked paid by hand. A booking marked paid by hand is counted at its price. If it also had an online deposit, the deposit is listed as Card, online and the rest as Recorded by hand. The bookings themselves are not changed. Booked copies a few hundred bookings at a time as you move around the admin, so on a busy site the oldest can take a few page loads to appear.

Each of these older payments is filed on the date the booking was made, not the day the money changed hands. A booking made in August and paid at the counter in September shows under August. Nobody recorded these at a till, so an older Recorded by hand payment reads Marked paid on the booking where the name would be, and an older Card on file charge has no name under it.

From now on, marking a booking Paid (cash / in person) in the booking editor adds whatever was left to pay to this list straight away, as Recorded by hand, dated that day and with your name. Set the booking back to Unpaid and that payment leaves the list again. Taking the money on the bill is still better, because then the list says how it was paid. See Take payment.

Choose the days

• Today. The list always starts here.
• 7 days. Today and the six days before it.
• 30 days. Today and the 29 days before it.
• Dates. Two date boxes appear, with “to” between them. They start on whatever days were showing. The first box cannot be later than the second.

A payment belongs to the day it was taken, by your site’s own clock. The list shows up to 300 payments, newest first. If more match, a line above the list says so: “Showing the latest 300 of 412 payments. Choose fewer days, a way of paying or a customer to see the rest. The totals above count them all.”

Filter by how it was paid

The box that reads Every way narrows the list to one way of paying: Card, online, Card on file, Cash, Card machine or Recorded by hand. Use it to count the day’s cash before you cash up, or to check what went through the card machine against the machine’s own report.

The filter narrows the rows and all three totals, so with Cash chosen, Net is the cash taken less the cash given back in those days.

Search by customer

Type into Search by customer… and the list keeps the payments whose appointment or sale has a matching name or email address. Part of a name is enough. The totals follow the search too. Search and the filter work together. With either one on, an empty list reads “No payments match.” rather than “No payments in these days.”

A walk-in or quick sale taken with no name has nothing to match. Find it by its time instead.

• 1Dates — switches the two date boxes on. Press Today, 7 days or 30 days to go back to a ready-made range.
• 2From and To — the first and last day, both included. The dates show the way your computer writes them.
• 3How it was paid — pick one way to see only those payments, or Every way for all of them.

The three totals

All three count everything that matches the days, the way of paying and the search, even beyond the 300 rows shown.

• Taken. Every matching payment, at the amount taken, including payments later given back. Under it, how many payments that is.
• Refunded. Every matching refund given in those days, counted on the day it was given. A refund today for a payment from last week counts today, even though last week’s payment is not in today’s list. Under it: “given back in these days”.
• Net. Taken less Refunded: “taken, less refunds”.

Net is not what reaches your bank. Cash stays in your till, card machine money pays out through your machine’s provider, and card payments through Booked Payments pay out on their own schedule. See Your payments and balance for that side.

Reading a row

• 1Time and date — when the payment was taken. For older money copied in by the update, the date the booking was made.
• 2Customer and what it was for — the name, or Walk-in (Quick sale for a sale) when there is none. Click it to open the bill.
• 3Refund — gives back all or part of this one payment, the way it was paid.
• 4Amount — always the amount taken. What has gone back so far shows under it in green, with the reason for each refund in italics when one was given.
• 5How it was paid, and who took it — the way of paying, and under it the team member who recorded it. Online payments read Paid online, and older bookings marked paid by hand read Marked paid on the booking.
• 6All refunded — nothing is left on this payment. The amount is struck through and there is no button.

“What it was for” is the appointment’s service followed by everything else on its bill, except discounts. It describes the whole bill, not just this payment, so a deposit paid online also lists anything added at the desk later. A quick sale lists the items sold. An appointment with no service reads Appointment, and a quick sale with nothing on it reads Quick sale.

Open the bill

Click the customer’s name to open the bill for that appointment or sale, the same bill the Take payment tab opens. It lists every line and the Total, then every payment and refund with its time, and on the right what is still To pay, or Paid in full or Refunded once nothing is owed. If you can take money, you can also add to the bill and take a payment from there. Close it and the list reloads.

The bill itself has no refund button. Under its payments it says “To give money back, use Payments › All payments.” See Take payment for everything else the bill does.

The Refund button

Refund opens the refund dialog for that one payment. It says how the money goes back, lets you give back all or part of what is left, and asks for your payment PIN when the money is going back to a card and your shop has one. Refund a customer walks through it.

When the refund is done, a green line at the top confirms it, for example “£22.00 refunded to Tom Ahmed.”, and the list reloads with the refund on the row and in the totals. The button is missing in four cases:

• Everything has gone back. The row reads All refunded with the amount struck through.
• You do not have the Refunds permission. You can see the list and open bills, but not give money back.
• It reads Disputed by their bank. The customer’s bank is disputing a payment on that booking, so nothing on it can be refunded here. See Chargebacks and disputes.
• It reads Refund with your provider. It was a card payment and your shop is not on Booked Payments, so Booked cannot send it back. See the next section.

If you are not on Booked Payments

If your shop takes card payments through a provider of its own, a blue note sits under the totals: “You take payments with your own provider, not Booked Payments, so money can only go back here as cash or on your card machine. Card payments made online are refunded with the provider that took them.”

• 1The note — only shown to shops not on Booked Payments, your own Stripe included. It is information, not a fault.
• 2Refund with your provider — takes the place of the button on every card payment. Give the money back in that provider’s own account.
• 3Refund — still there for cash, card machine and Recorded by hand payments, because Booked only records those.