[{"data":1,"prerenderedAt":1750},["ShallowReactive",2],{"help-article-\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fpayments-after-visit":3,"help-siblings-en-daily-operations":1731},{"id":4,"title":5,"body":6,"category":1720,"description":1721,"draft":1722,"extension":1723,"meta":1724,"navigation":1726,"order":1696,"path":1727,"seo":1728,"stem":1729,"__hash__":1730},"help_en\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fpayments-after-visit.md","Payment after a treatment: record it so your reports add up",{"type":7,"value":8,"toc":1694},"minimark",[9,13,28,33,36,63,70,87,90,117,287,291,294,365,370,411,415,418,423,437,442,473,477,548,552,555,566,569,627,631,647,651,654,686,692,695,731,735,756,760,818,823,860,864,868,875,898,901,904,925,938,944,948,951,955,1019,1028,1031,1036,1039,1043,1198,1201,1219,1223,1315,1320,1351,1369,1374,1428,1431,1437,1441,1444,1500,1508,1512,1537,1549,1583,1595,1601,1610,1616,1631,1664,1668],[10,11,5],"h1",{"id":12},"payment-after-a-treatment-record-it-so-your-reports-add-up",[14,15,16,17,21,22,27],"p",{},"This article is the routine after a visit: how to record a payment of any kind, how to fix a mistake and what to check at the end of the day, so revenue, the ",[18,19,20],"strong",{},"Payment mix"," and your Stebby reconciliation all agree. Every button and field of the till is described in ",[23,24,26],"a",{"href":25},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fpoint-of-sale\u002F","Point of Sale",". Names and amounts in the examples are made up.",[29,30,32],"h2",{"id":31},"the-main-rule","The main rule",[14,34,35],{},"Only money recorded in one of two ways reaches your reports:",[37,38,39,54],"ol",{},[40,41,42,45,46,49,50,53],"li",{},[18,43,44],{},"Through the till"," - appointment → ",[18,47,48],{},"Send to POS"," → payment method → ",[18,51,52],{},"Charge",".",[40,55,56,59,60,53],{},[18,57,58],{},"Through an invoice"," that is later marked ",[18,61,62],{},"Paid",[14,64,65,66,69],{},"If the visit happened but the appointment is still ",[18,67,68],{},"Confirmed",", it counts as €0 in your reports: the visit itself is not revenue.",[71,72,73],"ul",{},[40,74,75,78,79,82,83,86],{},[18,76,77],{},"Every till sale gets a receipt; an invoice only if a client is attached."," A ",[18,80,81],{},"Walk-in"," sale is a receipt without an invoice, so there are usually more receipts (the ",[18,84,85],{},"Receipts"," tab) than invoices, and that is correct.",[14,88,89],{},"Three habits remove almost every mismatch:",[71,91,92,98,111],{},[40,93,94,97],{},[18,95,96],{},"Start from the appointment, not an empty till."," The visit then closes, the revenue is credited to the specialist, and any online prepayment is filled in for you.",[40,99,100,103,104,107,108,110],{},[18,101,102],{},"Check the payment method."," The till always starts on ",[18,105,106],{},"Cash"," - before you press ",[18,109,52],{},", pick the tile of the real method.",[40,112,113,116],{},[18,114,115],{},"One visit, one payment."," Don't create a separate invoice for a visit you've already charged at the till: the revenue would be counted twice.",[118,119,120,136],"table",{},[121,122,123],"thead",{},[124,125,126,130,133],"tr",{},[127,128,129],"th",{},"How the client pays",[127,131,132],{},"What to do in Tervita",[127,134,135],{},"Where it shows up",[137,138,139,168,191,212,231,250,268],"tbody",{},[124,140,141,145,158],{},[142,143,144],"td",{},"Cash or card at the desk",[142,146,147,149,150,152,153,149,156],{},[18,148,48],{}," → ",[18,151,106],{}," or ",[18,154,155],{},"Card",[18,157,52],{},[142,159,160,163,164,163,166],{},[18,161,162],{},"Revenue",", ",[18,165,20],{},[18,167,85],{},[124,169,170,173,180],{},[142,171,172],{},"Stebby, the whole amount",[142,174,175,176,179],{},"First pay in Stebby's Cashier, then choose ",[18,177,178],{},"Stebby"," in Tervita",[142,181,182,183,149,186,188,189],{},"The same, plus ",[18,184,185],{},"Payment method",[18,187,178],{}," under ",[18,190,85],{},[124,192,193,196,205],{},[142,194,195],{},"Stebby plus the rest at the desk",[142,197,198,200,201,204],{},[18,199,178],{},", then ",[18,202,203],{},"Split payment"," - two rows",[142,206,207,208,211],{},"Both parts separately in the ",[18,209,210],{},"Payment"," column",[124,213,214,217,224],{},[142,215,216],{},"Bank transfer already received",[142,218,219,149,221],{},[18,220,48],{},[18,222,223],{},"Bank transfer",[142,225,226,228,229],{},[18,227,162],{}," and ",[18,230,20],{},[124,232,233,236,245],{},[142,234,235],{},"Transfer coming later, invoice for a company",[142,237,238,200,241,244],{},[18,239,240],{},"Issue invoice",[18,242,243],{},"Mark as paid"," once the money arrives",[142,246,247,249],{},[18,248,162],{}," only (by invoice date)",[124,251,252,255,262],{},[142,253,254],{},"Paid a deposit online",[142,256,257,258,261],{},"The till adds ",[18,259,260],{},"Paid online"," itself; the rest as the client pays",[142,263,264,163,266],{},[18,265,162],{},[18,267,20],{},[124,269,270,273,281],{},[142,271,272],{},"Gift card",[142,274,275,277,278],{},[18,276,272],{}," → code → ",[18,279,280],{},"Check",[142,282,283,163,285],{},[18,284,162],{},[18,286,20],{},[29,288,290],{"id":289},"cash-or-card","Cash or card",[14,292,293],{},"The everyday path.",[37,295,296,306,312,326,338,344,350,359],{},[40,297,298,299,152,302,305],{},"Open ",[18,300,301],{},"Today",[18,303,304],{},"Appointments"," and click the client's appointment.",[40,307,308,309,311],{},"Press ",[18,310,48],{},". The window turns into the till, with the client and the appointment's services already in the cart.",[40,313,314,315,318,319,322,323,325],{},"Check the cart. To add a product or another service, press ",[18,316,317],{},"Add more services"," under the cart (there's no ",[18,320,321],{},"Back to items"," link in this window), pick the items and press ",[18,324,52],{}," at the bottom: the payment view opens, but nothing is charged yet.",[40,327,328,329,331,332,334,335,337],{},"Under the totals, in the ",[18,330,210],{}," block, pick the tile of how the client is actually paying: the big ",[18,333,155],{}," tile on top or the small ",[18,336,106],{}," one.",[40,339,340,341,343],{},"Cash - take the money first. Card - run it on your terminal and wait for approval: Tervita is not connected to the terminal, and ",[18,342,155],{}," in Tervita only records the method.",[40,345,346,347,53],{},"Press the button at the bottom of the window - it reads, for example, ",[18,348,349],{},"Charge €60.00 · Card",[40,351,352,353,200,356,53],{},"The receipt appears. Need paper or a PDF? ",[18,354,355],{},"Print \u002F Save PDF",[18,357,358],{},"Done",[40,360,361,362,364],{},"You're back in the appointment window and the payment buttons are gone - the visit is closed. In the calendar the appointment turns ",[18,363,62],{},", and the money is already in your reports.",[14,366,367],{},[18,368,369],{},"Good to know",[71,371,372,386,402],{},[40,373,374,375,377,378,381,382,385],{},"No ",[18,376,48],{}," button? The appointment is still ",[18,379,380],{},"Pending"," - press ",[18,383,384],{},"Confirm booking"," first.",[40,387,388,389,391,392,149,394,397,398,401],{},"Lost the connection or saw an error after pressing ",[18,390,52],{},"? Don't press it again. Open ",[18,393,26],{},[18,395,396],{},"Recent sales"," (on a phone, the ",[18,399,400],{},"History"," tab) and check whether the receipt is already there.",[40,403,404,405,407,408,410],{},"The payment methods look the same on the ",[18,406,26],{}," page, in the appointment window and on a phone - the only difference is where you started. A sale rung up from the ",[18,409,26],{}," page won't close the visit or credit the revenue to the specialist. If the client had an appointment, always start from it.",[29,412,414],{"id":413},"stebby-the-whole-amount-through-stebby","Stebby: the whole amount through Stebby",[14,416,417],{},"Stebby is a separate system. The money is taken in Stebby's own Cashier in your Stebby partner account; in Tervita you only record how the client paid. Tervita isn't connected to Stebby and takes nothing there, so do both halves right away, one after the other.",[14,419,420],{},[18,421,422],{},"In Stebby",[37,424,425,428,431],{},[40,426,427],{},"Open your Stebby partner account and its Cashier.",[40,429,430],{},"Ask the client for an ID document and find them by personal ID code (isikukood). Check the name against the document.",[40,432,433,434,53],{},"Pick the service, check the amount and press ",[18,435,436],{},"Pay",[14,438,439],{},[18,440,441],{},"In Tervita",[37,443,445,450,460,463],{"start":444},4,[40,446,447,448,53],{},"Open the client's appointment and press ",[18,449,48],{},[40,451,452,453,455,456,459],{},"Under the totals, pick the ",[18,454,178],{}," tile. The ",[18,457,458],{},"Stebby code"," field appears.",[40,461,462],{},"If Stebby showed a transaction number, enter it. The field is optional, but it makes reconciling Stebby payouts much easier.",[40,464,308,465,200,468,470,471,53],{},[18,466,467],{},"Charge €60.00 · Stebby",[18,469,358],{},". The receipt shows Stebby as the method and the appointment turns ",[18,472,62],{},[14,474,475],{},[18,476,369],{},[71,478,479,495,518,524,530,542,545],{},[40,480,481,482,228,484,487,488,228,491,494],{},"Stebby's button names depend on its interface language: ",[18,483,436],{},[18,485,486],{},"Mark as used"," in English, ",[18,489,490],{},"Maksa",[18,492,493],{},"Märgi kasutatuks"," in Estonian.",[40,496,374,497,499,500,503,504,507,508,510,511,514,515,53],{},[18,498,178],{}," tile? Stebby is off by default for every clinic. The owner or an office manager switches it on: ",[18,501,502],{},"Company details"," in the sidebar (the ",[18,505,506],{},"Organization"," group) → the ",[18,509,26],{}," card → ",[18,512,513],{},"We accept Stebby",". The switch saves immediately - there's nothing to press afterwards. The card is shown to clinics in Estonia, Latvia and Lithuania and to any clinic where Stebby is already switched on. It's no longer in ",[18,516,517],{},"Booking settings",[40,519,520,521,523],{},"Never put the client's personal ID code into ",[18,522,458],{}," - only a transaction number or a ticket code.",[40,525,526,527,529],{},"Check the code before you press ",[18,528,52],{},": once the sale is made it can't be changed in Tervita.",[40,531,532,533,535,536,538,539,541],{},"Staff can see the code afterwards: in ",[18,534,85],{}," in the ",[18,537,210],{}," column (\"Stebby €60.00 (code STB-1001)\"), under the payment method in the invoice list, in the invoice view on screen (it isn't printed on the invoice), and as a ",[18,540,458],{}," line on the on-screen receipt. It's never printed on the client's receipt.",[40,543,544],{},"No transaction number to hand? Leave the field empty and charge the sale. You can find the transaction in Stebby later under Finances → Sale transactions, by date, client and amount.",[40,546,547],{},"Stebby won't accept the payment (the client has no account, or their employer doesn't cover the service)? Record nothing in Tervita until you've agreed with the client how they'll pay. If only the balance falls short, see the next section.",[29,549,551],{"id":550},"stebby-plus-card-or-cash-for-the-rest","Stebby plus card or cash for the rest",[14,553,554],{},"If the client's Stebby balance doesn't cover the whole service, there are two ways. The client tops up their personal Stebby balance and pays it all through Stebby - then follow the section above. Or Stebby pays part and the client pays the rest at the desk - in Tervita that's one sale with two payment rows.",[556,557,558],"blockquote",{},[14,559,560,561,565],{},"Stebby's help for its manual Cashier doesn't describe a part payment, and we can't confirm exactly how your Stebby Cashier shows what it covers. Before your first such client, ask Stebby (",[23,562,564],{"href":563},"mailto:info@stebby.eu","info@stebby.eu",") how to take a part payment in your Stebby Cashier.",[14,567,568],{},"Example: a €60 service, Stebby covers €40, the client pays €20 by card.",[37,570,571,574,579,591,598,603,614,621],{},[40,572,573],{},"In Stebby's Cashier find the client, check their ID and take Stebby's part - €40. Tell the client up front how much they'll pay on top.",[40,575,576,577,53],{},"In Tervita open the appointment and press ",[18,578,48],{},[40,580,581,582,584,585,587,588,590],{},"Pick the ",[18,583,178],{}," tile, then press ",[18,586,203],{}," in the header of the ",[18,589,210],{}," block. Stebby stays as the first row, for the full amount.",[40,592,593,594,597],{},"Lower the Stebby row to what Stebby actually took: 40. ",[18,595,596],{},"€20.00 left"," appears below.",[40,599,600,601,53],{},"If you have a transaction number, enter it in this row's ",[18,602,458],{},[40,604,308,605,608,609,611,612,53],{},[18,606,607],{},"Add tender",". The new row is ",[18,610,155],{}," for €20. Paying the rest in cash? Switch it to ",[18,613,106],{},[40,615,616,617,620],{},"Run the €20 on the terminal. ",[18,618,619],{},"Balanced"," means everything adds up.",[40,622,308,623,626],{},[18,624,625],{},"Charge €60.00 · Split",". The receipt shows both parts with their amounts, for example \"Stebby €40.00 + Card €20.00\"; it is printed in the clinic's language.",[14,628,629],{},[18,630,369],{},[71,632,633,641],{},[40,634,635,637,638,640],{},[18,636,52],{}," won't work until you see ",[18,639,619],{},". \"€… left\" means you've entered less than the receipt total, \"€… over\" means more.",[40,642,643,644,646],{},"The rest didn't go through (card declined, the client can't pay)? Record nothing in Tervita. Only Stebby can cancel its part - email ",[23,645,564],{"href":563}," straight away.",[29,648,650],{"id":649},"a-stebby-ticket-bought-in-advance","A Stebby ticket bought in advance",[14,652,653],{},"The client bought a ticket in Stebby and comes with a ticket code. Under Stebby's rules the money reaches your Stebby sales account only once the ticket is marked as used. An expired ticket disappears from Stebby's Cashier and pays nothing, so check the ticket's expiry when the client books.",[37,655,656,659,663,672,677],{},[40,657,658],{},"In Stebby's Cashier find the ticket by its ticket code (or the client by personal ID code) and check their ID.",[40,660,308,661,53],{},[18,662,486],{},[40,664,665,666,668,669,671],{},"In Tervita open the appointment → ",[18,667,48],{}," → the ",[18,670,178],{}," tile.",[40,673,674,675,53],{},"Enter the ticket code in ",[18,676,458],{},[40,678,308,679,200,681,683,684,53],{},[18,680,467],{},[18,682,358],{},". The appointment turns ",[18,685,62],{},[14,687,688,689,691],{},"If the ticket covers only part of the service, take the rest with ",[18,690,203],{},", as in the section above. If the ticket price differs from the service price in Tervita and the client pays nothing extra, don't guess - ask the owner or an office manager.",[29,693,223],{"id":694},"bank-transfer",[118,696,697,707],{},[121,698,699],{},[124,700,701,704],{},[127,702,703],{},"Situation",[127,705,706],{},"What to do",[137,708,709,719],{},[124,710,711,714],{},[142,712,713],{},"The money is already in your account",[142,715,716,717],{},"Charge the visit at the till with ",[18,718,223],{},[124,720,721,724],{},[142,722,723],{},"The money comes later, or a company needs an invoice",[142,725,726,728,729],{},[18,727,240],{},", and when the money arrives, ",[18,730,243],{},[732,733,713],"h3",{"id":734},"the-money-is-already-in-your-account",[37,736,737,740,747],{},[40,738,739],{},"Make sure the transfer has really arrived.",[40,741,742,743,668,745,671],{},"Open the appointment → ",[18,744,48],{},[18,746,223],{},[40,748,308,749,200,752,683,754,53],{},[18,750,751],{},"Charge €60.00 · Bank transfer",[18,753,358],{},[18,755,62],{},[732,757,759],{"id":758},"paying-later-or-an-invoice-for-a-company","Paying later, or an invoice for a company",[37,761,762,772,779,789,800,809],{},[40,763,764,765,767,768,771],{},"Open the appointment and press ",[18,766,240],{},". The button changes to ",[18,769,770],{},"Confirm & issue invoice"," - press it. A draft invoice opens.",[40,773,774,775,778],{},"Check the recipient and the lines. Invoicing a company? Press ",[18,776,777],{},"Edit"," and fill in the company's details.",[40,780,781,782,785,786,788],{},"Issue the invoice. If you have the client's email, use ",[18,783,784],{},"Issue and send"," and the client gets the invoice as a PDF. If not, press ",[18,787,240],{},", then download the PDF and hand it over.",[40,790,791,792,795,796,799],{},"The invoice is now ",[18,793,794],{},"Awaiting payment"," and the appointment shows ",[18,797,798],{},"Invoice issued"," in the calendar. This money isn't in your revenue yet.",[40,801,802,803,806,807,53],{},"When the money reaches your account: ",[18,804,805],{},"Billing & Invoicing"," → open the invoice → ",[18,808,243],{},[40,810,811,812,814,815,817],{},"The status turns ",[18,813,62],{},", the amount enters your revenue, and the appointment turns ",[18,816,62],{}," in the calendar.",[14,819,820],{},[18,821,822],{},"Remember about invoices",[71,824,825,828,834,845,854],{},[40,826,827],{},"Invoice revenue counts on the invoice's issue date, not the day it was paid. An invoice dated 28 October and paid on 3 November counts in October.",[40,829,830,831,833],{},"Paid invoices don't appear in the ",[18,832,20],{},": an invoice has no payment method. The mix shows till payments only.",[40,835,836,838,839,842,843,53],{},[18,837,62],{}," can't be undone. Marked the wrong invoice? The only way back is ",[18,840,841],{},"Cancel invoice",": the appointment returns to its earlier status, and you issue the invoice again from the appointment with ",[18,844,240],{},[40,846,847,848,850,851,853],{},"The Employee role can't see invoices. If an employee presses ",[18,849,240],{},", the invoice goes straight to ",[18,852,794],{}," with 14 days to pay, and only an owner, office manager or accountant can mark it paid.",[40,855,856,857,859],{},"Don't charge ",[18,858,223],{}," at the till \"in advance\", before the money has arrived.",[29,861,863],{"id":862},"online-prepayment-and-gift-cards","Online prepayment and gift cards",[732,865,867],{"id":866},"online-prepayment","Online prepayment",[14,869,870,871,874],{},"The client paid a deposit when booking online (setting it up is covered in ",[23,872,867],{"href":873},"\u002Fhelp\u002Fen\u002Fonline-booking\u002Fonline-prepayment\u002F","). When you charge the visit from its appointment, the till splits the payment into two rows by itself:",[37,876,877,882,890],{},[40,878,879,881],{},[18,880,260],{}," - the deposit, for example €20.",[40,883,884,885,887,888,53],{},"The rest, €40 - this row starts on ",[18,886,106],{},". Change it to whatever the client actually pays with, for example ",[18,889,155],{},[40,891,892,893,895,896,53],{},"Once you see ",[18,894,619],{},", press ",[18,897,625],{},[14,899,900],{},"The deposit is filled in only when you charge from the appointment. An empty till doesn't know about it - and the client would pay twice.",[732,902,272],{"id":903},"gift-card",[37,905,906,911,917],{},[40,907,581,908,910],{},[18,909,272],{}," tile - the split view opens.",[40,912,913,914,916],{},"Enter the card's code and press ",[18,915,280],{},". The till shows the balance.",[40,918,919,920,922,923,53],{},"Enough balance? Press ",[18,921,625],{},". Not enough? The row drops to the card's balance; add the rest as a second row with ",[18,924,607],{},[14,926,927,928,931,932,149,935,53],{},"Seeing ",[18,929,930],{},"Sale completed, but: …"," after the payment? The payment is recorded, but the card wasn't debited. Tell the owner or an office manager: that amount has to be taken off the card by hand under ",[18,933,934],{},"Gift cards",[18,936,937],{},"Check or redeem",[14,939,940,941,943],{},"Selling a gift card and later paying for a service with it are two separate sales, and both count in ",[18,942,162],{},". Agree with your accountant how to book this.",[29,945,947],{"id":946},"mistakes-and-how-to-fix-them","Mistakes and how to fix them",[14,949,950],{},"Tervita never deletes anything: a mistake is fixed with a document - a refund or a cancelled invoice. The money itself goes back to the client outside Tervita: cash from the till, to the card through the terminal, or through Stebby.",[732,952,954],{"id":953},"refunding-a-receipt","Refunding a receipt",[37,956,957,973,979,982,989,1004,1009],{},[40,958,298,959,149,961,397,963,965,966,152,969,972],{},[18,960,26],{},[18,962,396],{},[18,964,400],{}," tab). The receipt isn't from today? Switch the period to ",[18,967,968],{},"7 days",[18,970,971],{},"30 days",", or pick a date.",[40,974,975,976,53],{},"Find the receipt and press ",[18,977,978],{},"Refund",[40,980,981],{},"By default every item is ticked at its full quantity - untick what stays, or lower the quantity, if you're returning only part.",[40,983,984,985,988],{},"Fill in ",[18,986,987],{},"Refund reason"," - the refund won't go through without it.",[40,990,991,992,995,996,999,1000,1003],{},"Look at ",[18,993,994],{},"How the money goes back",". Tervita records the refund on this receipt's payment methods in a fixed order: cash first, then card and the rest, Stebby last. The cash row says ",[18,997,998],{},"Hand it to the client from the till",", the Stebby row says ",[18,1001,1002],{},"Returned by Stebby","; for a card or transfer part, you return the money yourself, through the terminal or the bank. You can't choose a different refund method.",[40,1005,308,1006,53],{},[18,1007,1008],{},"Refund €18.00",[40,1010,1011,1012,152,1015,1018],{},"The original receipt turns ",[18,1013,1014],{},"Partially refunded",[18,1016,1017],{},"Refunded",", and a refund line with a minus appears next to it. Return the money to the client the way the panel showed.",[14,1020,1021,1022,1024,1025,1027],{},"If the panel has a Stebby row marked ",[18,1023,1002],{},", Stebby itself returns that part to the client: email ",[23,1026,564],{"href":563}," with the client's name, the service, the amount and the purchase date. The window reminds you. The money goes back to the client's Stebby balance, not as cash.",[14,1029,1030],{},"If the receipt was paid with a gift card, that amount isn't put back on the card by the refund - agree with the owner how to return it.",[14,1032,1033,1034,53],{},"Example: a €60 receipt (massage €42 and oil €18) paid with Stebby €40 and cash €20. Refunding the oil, €18, lands entirely on cash - hand it out from the till, no need to write to Stebby. Refunding the massage, €42, splits: €20 in cash from the till and €22 through Stebby. Whether Stebby can return only part of a transaction, ask ",[23,1035,564],{"href":563},[14,1037,1038],{},"A refund reduces revenue on the day of the refund, not on the day of the original sale.",[732,1040,1042],{"id":1041},"common-mistakes","Common mistakes",[118,1044,1045,1055],{},[121,1046,1047],{},[124,1048,1049,1052],{},[127,1050,1051],{},"What happened",[127,1053,1054],{},"How to fix it",[137,1056,1057,1093,1103,1111,1121,1148,1166,1177,1187],{},[124,1058,1059,1067],{},[142,1060,1061,1062,1064,1065],{},"Charged with the wrong method, for example ",[18,1063,106],{}," instead of ",[18,1066,155],{},[142,1068,1069,1070,1072,1073,1076,1077,1080,1081,1083,1084,1086,1087,1089,1090,1092],{},"A visit that has a client: ",[18,1071,805],{}," → this visit's invoice (or the appointment's ",[18,1074,1075],{},"Invoice"," tab → ",[18,1078,1079],{},"Open",") → ",[18,1082,841],{}," with a reason. The sale is reversed and the appointment goes back to its earlier status - charge it again with ",[18,1085,48],{},". A ",[18,1088,81],{}," sale has no invoice: ",[18,1091,978],{}," the full amount, don't hand any money out, and charge it again.",[124,1094,1095,1098],{},[142,1096,1097],{},"One visit charged twice",[142,1099,1100,1102],{},[18,1101,978],{}," the extra receipt in full. Don't hand money to the client - you never took it twice. If the extra receipt had Stebby and Stebby only charged once, the window will remind you to write to Stebby - in this case you don't need to.",[124,1104,1105,1108],{},[142,1106,1107],{},"The visit happened but nobody took payment",[142,1109,1110],{},"Open the appointment and charge it as usual. The revenue lands on the day you charge it.",[124,1112,1113,1116],{},[142,1114,1115],{},"The client returned a product or part of the money",[142,1117,1118,1120],{},[18,1119,978],{}," the receipt, as above.",[124,1122,1123,1126],{},[142,1124,1125],{},"A mistake on an invoice: amount, recipient",[142,1127,1128,1129,1131,1132,1134,1135,1137,1138,1140,1141,1144,1145,1147],{},"A draft: ",[18,1130,777],{},". An issued invoice: ",[18,1133,841],{}," - the appointment returns to its earlier status; open it and press ",[18,1136,240],{}," (or ",[18,1139,48],{},") again. ",[18,1142,1143],{},"Create replacement invoice"," is only for invoices without an appointment: the new invoice isn't linked to the appointment, which stays ",[18,1146,68],{},", and the revenue isn't credited to the specialist.",[124,1149,1150,1153],{},[142,1151,1152],{},"Marked the wrong invoice as paid",[142,1154,1155,1157,1158,1160,1161,1163,1164,53],{},[18,1156,841],{}," - ",[18,1159,62],{}," can't be undone. Issue the visit's invoice again from the appointment with ",[18,1162,240],{},", not with ",[18,1165,1143],{},[124,1167,1168,1171],{},[142,1169,1170],{},"Paid in Stebby but not recorded in Tervita",[142,1172,1173,1174,1176],{},"Charge the visit in Tervita with ",[18,1175,178],{},", as in \"Stebby: the whole amount through Stebby\".",[124,1178,1179,1182],{},[142,1180,1181],{},"Charged Stebby in Tervita, but the Stebby payment failed",[142,1183,1184,1186],{},[18,1185,841],{}," for this visit, then take payment again.",[124,1188,1189,1192],{},[142,1190,1191],{},"Stebby took too much or the wrong service",[142,1193,1194,1195,1197],{},"Only Stebby can cancel the transaction: email ",[23,1196,564],{"href":563}," with the client's name, the service, the price and the exact purchase date.",[14,1199,1200],{},"Never create a second invoice for a visit already charged at the till - the revenue would be counted twice.",[14,1202,1203,1206,1207,1209,1210,228,1212,1214,1215,53],{},[18,1204,1205],{},"Who can do what."," ",[18,1208,978],{}," is available to all four preset roles, Employee included. ",[18,1211,841],{},[18,1213,243],{}," need access to invoices: Owner, Office manager, Accountant. If your clinic uses custom roles, permissions may differ - see ",[23,1216,1218],{"href":1217},"\u002Fhelp\u002Fen\u002Fgetting-started\u002Fteam-and-roles\u002F","Team and roles",[29,1220,1222],{"id":1221},"where-to-check","Where to check",[118,1224,1225,1238],{},[121,1226,1227],{},[124,1228,1229,1232,1235],{},[127,1230,1231],{},"Where",[127,1233,1234],{},"What to look at",[127,1236,1237],{},"Who sees it",[137,1239,1240,1257,1276,1299],{},[124,1241,1242,1247,1254],{},[142,1243,1244],{},[18,1245,1246],{},"Reports",[142,1248,1249,228,1251,1253],{},[18,1250,162],{},[18,1252,20],{}," for the day or period",[142,1255,1256],{},"Owner, Office manager, Accountant",[124,1258,1259,1263,1273],{},[142,1260,1261],{},[18,1262,26],{},[142,1264,1265,163,1268,163,1271],{},[18,1266,1267],{},"Sales today",[18,1269,1270],{},"Revenue today",[18,1272,396],{},[142,1274,1275],{},"Everyone with till access",[124,1277,1278,1284,1297],{},[142,1279,1280,149,1282],{},[18,1281,805],{},[18,1283,85],{},[142,1285,1286,1287,1289,1290,1292,1293,1296],{},"The ",[18,1288,210],{}," column, the ",[18,1291,185],{}," filter (it opens with ",[18,1294,1295],{},"Export CSV","), the monthly Stebby reconciliation",[142,1298,1256],{},[124,1300,1301,1307,1313],{},[142,1302,1303,1306],{},[18,1304,1305],{},"Taxes"," (the \"Accounting\" page)",[142,1308,1309,1312],{},[18,1310,1311],{},"Document register CSV"," for your accountant",[142,1314,1256],{},[14,1316,1317],{},[18,1318,1319],{},"Today's reports",[37,1321,1322,1329,1344],{},[40,1323,298,1324,1326,1327,53],{},[18,1325,1246],{}," and choose ",[18,1328,301],{},[40,1330,1331,1332,1334,1335,1337,1338,1340,1341,1343],{},"In the ",[18,1333,20],{}," compare: ",[18,1336,106],{}," with the money in the till, ",[18,1339,155],{}," with the terminal's total, ",[18,1342,178],{}," with the day's transactions in Stebby's Cashier.",[40,1345,1346,1347,1350],{},"Remember the periods are rolling: ",[18,1348,1349],{},"Month"," is the last 30 days, not a calendar month. The exact dates are in the \"Period\" line at the bottom of the page.",[14,1352,1353,1354,1356,1357,1359,1360,1362,1363,1365,1366,53],{},"Invoices marked ",[18,1355,62],{}," count in ",[18,1358,162],{}," but not in the ",[18,1361,20],{},", so the mix can be lower than revenue. Tips charged at the till count as revenue. Tervita has no separate shift close or Z-report - reconcile cash against the ",[18,1364,20],{},". More about the page in ",[23,1367,1246],{"href":1368},"\u002Fhelp\u002Fen\u002Freports-and-finance\u002Freports\u002F",[14,1370,1371],{},[18,1372,1373],{},"Monthly Stebby reconciliation",[37,1375,1376,1387,1399,1414,1422],{},[40,1377,298,1378,1380,1381,1383,1384,1386],{},[18,1379,805],{}," and switch to ",[18,1382,85],{},". The ",[18,1385,210],{}," column shows what each receipt was paid with, and how much; a Stebby payment also shows its code - \"Stebby €40.00 (code STB-1001)\".",[40,1388,308,1389,1391,1392,228,1395,1398],{},[18,1390,1295],{}," at the top of the page - the filters open. Set ",[18,1393,1394],{},"From",[18,1396,1397],{},"To"," for the month first - the filter's list of methods is built from the chosen period.",[40,1400,1401,1402,149,1404,1406,1407,1410,1411,1413],{},"Choose ",[18,1403,185],{},[18,1405,178],{},". In the summary to the right of the ",[18,1408,1409],{},"Invoices"," \u002F ",[18,1412,85],{}," tabs, \"of which Stebby: €…\" appears next to the total. Compare that figure: the receipts' total also includes the cash or card part of split payments.",[40,1415,308,1416,1418,1419,1421],{},[18,1417,1295],{}," in the panel and compare the file with Stebby's export (Finances → Sale transactions) by amount and date, and by code too if Stebby's export has a transaction number or ticket code. The CSV has one amount column per payment method and a ",[18,1420,458],{}," column.",[40,1423,1424,1425,1427],{},"Work out the payout you expect from Stebby: the \"of which Stebby\" sum minus Stebby's commission for the same period (take the commission from Stebby's invoice or statement). If the sales sum in Stebby's report differs from \"of which Stebby\", find the operation by its Stebby code - it's in the ",[18,1426,210],{}," column and in the CSV.",[14,1429,1430],{},"Stebby money arrives in your Stebby sales account and you withdraw it to your bank yourself. Stebby keeps its commission at the withdrawal, so the bank receives less than \"of which Stebby\" - match Stebby transactions against Tervita receipts, not against what lands in your bank account.",[14,1432,1433,1436],{},[18,1434,1435],{},"How Stebby's commission is booked."," Tervita records the sale at the full price the client paid, say €60: that is the clinic's revenue, and the clinic's VAT is calculated on that full amount. So don't reduce the sale and don't enter Stebby's fee at the till. The commission is a separate purchase from Stebby: Stebby keeps it when you withdraw the money and issues its own invoice or statement for the fee. Your accountant books that invoice as an expense. It's the same logic as the bank's fee for card payments: the till shows €60, and the bank takes its fee separately.",[29,1438,1440],{"id":1439},"end-of-day-checklist","End of day checklist",[14,1442,1443],{},"Five minutes before closing:",[37,1445,1446,1457,1463,1475,1480,1485,1490],{},[40,1447,1448,1449,152,1451,1453,1454,1456],{},"Every visit that took place today is ",[18,1450,62],{},[18,1452,798],{},". Seeing ",[18,1455,358],{}," usually means an invoice draft that was never issued: open it and issue it.",[40,1458,1459,1460,53],{},"Anyone who didn't come is marked ",[18,1461,1462],{},"No-show",[40,1464,1465,149,1467,149,1469,1471,1472,1474],{},[18,1466,1246],{},[18,1468,301],{},[18,1470,20],{},": ",[18,1473,106],{}," matches the money in the till.",[40,1476,1477,1479],{},[18,1478,155],{}," matches the terminal's total for the day.",[40,1481,1482,1484],{},[18,1483,178],{}," matches the day's transactions in Stebby's Cashier.",[40,1486,1487,1489],{},[18,1488,396],{}," has no duplicate receipts.",[40,1491,1492,1494,1495,1497,1498,53],{},[18,1493,805],{},", invoices ",[18,1496,794],{},": transfers that arrived are marked with ",[18,1499,243],{},[14,1501,1502,1503,152,1505,1507],{},"The Employee role has no ",[18,1504,1246],{},[18,1506,805],{}," - items 3-5 and 7 are for the owner, an office manager or the accountant.",[29,1509,1511],{"id":1510},"faq","FAQ",[14,1513,1514,1517,1518,1521,1522,1086,1525,1528,1529,1531,1532,1534,1535,53],{},[18,1515,1516],{},"The client left a tip. How do I record it?","\nIn the till open the ",[18,1519,1520],{},"⋯"," menu → ",[18,1523,1524],{},"Add cash tip",[18,1526,1527],{},"Tip"," line appears on the receipt - it counts as revenue and goes to the payment method you choose. Service by card but the tip in cash? Use ",[18,1530,203],{},": the service on ",[18,1533,155],{},", the tip on ",[18,1536,106],{},[14,1538,1539,1542,1543,1545,1546,1548],{},[18,1540,1541],{},"A client walked in without an appointment. How do I charge them?","\nOpen ",[18,1544,26],{},", pick the service and charge it without a client - the sale is a ",[18,1547,81],{},". It counts in revenue, but not in invoices and not for any specialist. If the revenue should be credited to a specialist, create an appointment and charge from it.",[14,1550,1551,1554,1555,1557,1558,1560,1561,1563,1564,1566,1567,1569,1570,1572,1573,1575,1576,1579,1580,1582],{},[18,1552,1553],{},"Why are there more receipts than invoices?","\nEvery sale rung up at the till gets a receipt, but the till creates an invoice (status ",[18,1556,62],{},") only when a client is attached to the sale. A ",[18,1559,81],{}," sale is a receipt without an invoice, so the ",[18,1562,85],{}," tab usually holds more entries than the ",[18,1565,1409],{}," tab - that is correct, not an error. Walk-in sales still count in ",[18,1568,162],{}," and in the ",[18,1571,20],{}," on the ",[18,1574,1246],{}," page. Invoices you issue yourself (",[18,1577,1578],{},"Create Invoice",", or ",[18,1581,240],{}," from an appointment) have no receipt.",[14,1584,1585,1588,1589,1591,1592,1594],{},[18,1586,1587],{},"I'm an employee. Why can't I see Billing & Invoicing or Reports?","\nThat's how the Employee role is set up. The till and ",[18,1590,978],{}," are available to you, so use ",[18,1593,48],{},". If the client is going to pay later by invoice, ask the owner, an office manager or the accountant.",[14,1596,1597,1600],{},[18,1598,1599],{},"The client says: \"I'll claim it back from Stebby with the receipt.\"","\nThat's not a Stebby payment. The client pays by card or cash - charge it that way. If their employer allows receipt claims, the client uploads the receipt to Stebby themselves.",[14,1602,1603,1606,1607,1609],{},[18,1604,1605],{},"I made a typo in the Stebby code. Can I fix it?","\nNot once you've pressed ",[18,1608,52],{},". It doesn't affect the amount or your reports: during reconciliation the transaction can be found in Stebby by date and amount. Let whoever reconciles Stebby payouts know.",[14,1611,1612,1615],{},[18,1613,1614],{},"Should we subtract the Stebby commission at the till?","\nNo. Charge the full price the client paid - €60 stays €60. The commission is Stebby's separate fee: Stebby keeps it when you withdraw the money and issues its own invoice for it, which your accountant books as an expense. More under \"Monthly Stebby reconciliation\" above.",[14,1617,1618,1621,1622,1624,1625,1627,1628,1630],{},[18,1619,1620],{},"Why is the collected amount on Today lower than Revenue today at the till?","\nThe collected amount on ",[18,1623,301],{}," counts paid invoices only, and ",[18,1626,81],{}," sales aren't part of it. Use ",[18,1629,1246],{}," to reconcile.",[14,1632,1633,1636,1638,1639,1641,1642,149,1644,895,1646,1648,1649,228,1651,1653,1654,1656,1657,1659,1660,53],{},[18,1634,1635],{},"I need a report for last month, the 1st to the 31st.",[18,1637,1246],{}," has no such period: ",[18,1640,1349],{}," is the last 30 days. Open ",[18,1643,805],{},[18,1645,85],{},[18,1647,1295],{}," at the top of the page, set ",[18,1650,1394],{},[18,1652,1397],{}," in the panel that opens and press ",[18,1655,1295],{}," there - that file holds every till receipt. The CSV on the ",[18,1658,1409],{}," tab holds every invoice, including the ones the till creates itself for sales with a client - don't add the two files together, or those sales are counted twice. In the invoice list, invoices created by the till show their payment method; invoices issued separately show \"—\". More in ",[23,1661,1663],{"href":1662},"\u002Fhelp\u002Fen\u002Freports-and-finance\u002Finvoices-and-tax\u002F","Invoices, tax codes and accounting exports",[29,1665,1667],{"id":1666},"see-also","See also",[71,1669,1670,1675,1680,1684,1688],{},[40,1671,1672],{},[23,1673,1674],{"href":25},"Point of Sale: sell services, products and take payment",[40,1676,1677],{},[23,1678,1679],{"href":1368},"Reports: revenue, bookings, staff and client trends",[40,1681,1682],{},[23,1683,1663],{"href":1662},[40,1685,1686],{},[23,1687,867],{"href":873},[40,1689,1690],{},[23,1691,1693],{"href":1692},"\u002Fhelp\u002Fen\u002Fmarketing\u002Fgift-cards-and-promo-codes\u002F","Sell gift cards and run promo codes",{"title":1695,"searchDepth":1696,"depth":1696,"links":1697},"",2,[1698,1699,1700,1701,1702,1703,1708,1712,1716,1717,1718,1719],{"id":31,"depth":1696,"text":32},{"id":289,"depth":1696,"text":290},{"id":413,"depth":1696,"text":414},{"id":550,"depth":1696,"text":551},{"id":649,"depth":1696,"text":650},{"id":694,"depth":1696,"text":223,"children":1704},[1705,1707],{"id":734,"depth":1706,"text":713},3,{"id":758,"depth":1706,"text":759},{"id":862,"depth":1696,"text":863,"children":1709},[1710,1711],{"id":866,"depth":1706,"text":867},{"id":903,"depth":1706,"text":272},{"id":946,"depth":1696,"text":947,"children":1713},[1714,1715],{"id":953,"depth":1706,"text":954},{"id":1041,"depth":1706,"text":1042},{"id":1221,"depth":1696,"text":1222},{"id":1439,"depth":1696,"text":1440},{"id":1510,"depth":1696,"text":1511},{"id":1666,"depth":1696,"text":1667},"daily-operations","Step by step for the front desk - cash, card, Stebby, bank transfer, prepayment and gift cards, fixing mistakes and the end-of-day check, so every payment lands correctly in your reports.",false,"md",{"key":1725},"daily-operations\u002Fpayments-after-visit",true,"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fpayments-after-visit",{"title":5,"description":1721},"help\u002Fen\u002Fdaily-operations\u002Fpayments-after-visit","VI808wUwPSmarCE6aBWjzq5BaT3BtasSQQUxzAe_uaE",[1732,1734,1735,1738,1741,1744,1747],{"path":1733,"title":1674},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fpoint-of-sale",{"path":1727,"title":5},{"path":1736,"title":1737},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fschedules-and-shifts","Schedules: shifts, days off and vacations for your team",{"path":1739,"title":1740},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fmanaging-appointments","Managing appointments: book, move, cancel and track status",{"path":1742,"title":1743},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fintegrations","Integrations: connect Tervita to the tools you already use",{"path":1745,"title":1746},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fai-assistants","AI assistants in Tervita: what they can do, and what only you can do",{"path":1748,"title":1749},"\u002Fhelp\u002Fen\u002Fdaily-operations\u002Fcontacting-support","Contacting support",1792630590136]