Follow up bookings with outstanding payments

Introduction

The screen headed Outstanding payments lists the bookings where the customer has paid less than the booking's total price. It is one long list, one row per booking, with the booking's number, status, customer, vehicle, locations and dates, then the money: Total price, Total deposit (the deposit asked), Total rent paid, Total deposit paid and Balance. Click a row to open the booking and take the payment there.

You would be here because:

• you go through the bookings that still owe money before customers come to collect
• a customer is on the phone and you want to know whether their booking is paid up
• a vehicle came back and you want to be sure nothing is left to pay before the booking is closed
• you are looking at the state of payments across your locations, with nothing wrong yet

The list works per booking. To chase sent invoices that are past their due date, use Send reminders for overdue invoices; to see what one customer owes over all their invoices, use Check what a customer owes and take a payment.

Every way to see what a booking still owes

The scan found the list only behind the Outstanding payments tile.

Use this page to find bookings that are not paid in full.

How to use

Configuration

There is nothing to set up. Which bookings you see depends on the locations your account may work for: a booking is listed only when both its pick-up and its drop-off location are among yours. Your administrator sets those locations; see Add an employee and set their permissions.

Before you start: the list is open to every employee, not only administrators. Taking the payment afterwards needs the rights for the booking's payment screen.

Using the outstanding payments list

1. From the main menu open Bookings, then Show more. On the tile page, click the Outstanding payments tile.

2. Narrow the list with the filter under a column header: Booking status to see only confirmed or returned bookings, Invoice name for one customer, Pickup date time for one day, or On account to separate customers who pay on account. External reference is a hidden column; switch it on with the column-visibility control at the top right.

3. Read the row. Skim this table once; you will come back to columns as they come up:

   Column	What it shows
   Booking number	The booking
   Booking status	Quote, confirmed, picked up, returned, cancelled and so on
   Invoice name	The customer's invoice name
   On account	Whether the customer pays on account, so invoices them later instead of paying up front
   Asset Group, Registration number	The vehicle class (the app calls it the "asset group") and the number plate of the vehicle
   Pickup, Dropoff	The pick-up and drop-off locations
   Pickup date time, Drop off date time	When the rental starts and ends
   Total price	The booking's total including VAT
   Total deposit	The deposit the booking asks for
   Total rent paid, Total deposit paid	What came in as rent and as deposit
   Balance	What the customer still has to pay, the same figure as on the booking's payment screen

   A customer on account usually pays after the invoice, so a confirmed booking of such a customer on this list is often not a problem yet; check their invoices instead.

4. Click a row (or the open icon at the end of it) to open the booking. It opens on your company's booking screen.

5. Take the payment on the booking: see Record a payment a customer has made, or send a payment request with Send a customer a payment request.

When it worked, the booking leaves the list the next time you open it.

Key details

When a booking is on the list. The total price must be at least 5 cents more than rent paid and deposit paid together. Skim the table once; it crosses the line:

Deposit counts. The list adds deposit paid to rent paid. A customer who paid only a large deposit does not appear, even though no rent was paid. The Balance column does take the deposit asked into account, so it can still show an amount for such a booking.

A worked example of Balance. Booking #2187 costs €400.00 and asks a €250.00 deposit (Total deposit). The customer paid €150.00 rent and no deposit. The booking is listed (€400.00 is more than €150.00). When your company asks rent and deposit together, Balance reads €500.00: €400.00 plus €250.00 minus the €150.00 paid. Otherwise it reads €250.00, the rent still to pay. With a prepayment percentage or amount in your payment terms, Balance follows that instead, the same way the booking's payment screen does.

Every booking status. The list does not filter on status: quotes, confirmed, returned and cancelled bookings all appear when they are short. Use the Booking status filter.

Nothing changes here. The list is for reading; payments are taken on the booking.

What to do next: work the bookings that are about to be collected first, then the returned ones; leave quotes and cancelled bookings for last.

Q&A

Why is a booking missing that I know is unpaid? Its pick-up or its drop-off location is not one of your locations, or deposit paid makes up the total. Ask a colleague with that location, or check the booking's payment screen.

Why does a cancelled booking still show as outstanding? The list shows every status. After a cancellation the total is the cancellation fee; if the customer has not paid it, the booking stays on the list. See Cancel a booking.

Why is the Balance different from total price minus what was paid? Balance follows your company's payment terms on the booking, for example a prepayment percentage, and includes the deposit asked. It is the same figure as on the booking's payment screen.

Related pages:

• Record a payment a customer has made, to take the money.
• See which invoices are paid and open, to follow up per invoice.