understand on account and session owed

Understanding 'On Account' & Sessions Owed in IN2 System

This document explains two important features in the IN2 System that help you manage client billing and class participation: 'On Account' and 'Sessions Owed'.

Part 1: What is "On Account"?

The 'On Account' feature is a flexible payment tracking method that allows a client to buy or reserve something without settling the payment immediately. Here's how it works:

Meaning & Use

• 'On Account' is present by default in the system as a payment method.
  
  
• It lets clients pay later while still securing a package or item.
  
  
• Useful when the client needs to complete the transaction without upfront payment.
  
  

Negative Balance

• When a payment is left "on account," the client’s balance turns negative and is displayed in red.
  
  
• This acts as a reminder to the business and client that payment is pending.
  
  

Example:

A client buys a package and tells the receptionist to "leave it on account." This means the payment is not completed yet, and the balance will show -X.XX in red.

✅ Settling the Payment

To settle a negative balance:

1. Go to the client profile.
   
   
2. Click the negative balance (in red).
   
   
3. Select "Receive Payment".
   
   
4. Assign the unpaid purchase (package, POS item, etc.).
   
   
5. Complete the transaction.
   
   

Positive Balance

• If a client adds funds in advance, the balance will show as positive and in green.
  
  
• This means they can use the credit to pay for future:
  
  
  • Packages
    
    
  • POS items
    
    
  • Services
    
    

Sales vs. Cash Reports

• When a package is sold and the payment is left on account, it will:
  
  
  • Show in the Sales Dashboard ✅
    
    
  • NOT appear in the Cash Dashboard ❌ until the payment is settled
    
    
• This helps you differentiate between total sales and received payments for more accurate financial tracking.
  
  

This feature helps businesses:

• Track unpaid amounts
  
  
• See who owes money
  
  
• Allow smooth post-payment when needed

How to Monitor outstanding balances

Navigate to the reports section and click on outstanding balance report where you can track who owes you and who have extra credits on their account.

Part 2: What are Sessions Owed?

The Sessions Owed feature helps businesses limit and control bookings made without a valid package. Here's what you need to know:

How to Access & Configure

• Go to Company Settings in the system.
  
  
• Navigate to Online Booking ➜ Additional Online Booking.
  
  
• At the top of this page, you’ll find the Sessions Owed Limit setting.
  
  

What Does It Mean?

• It sets a limit on how many sessions a client can book without a package.
  
  
• Example: If the limit is set to 1, a client can:
  
  
  • Book one class from the app without having a package.
    
    
  • Attempting a second booking will trigger a pop-up saying the sessions owed limit has been reached.
    
    

Why Use It?

• Encourages clients to purchase packages, even a 1-session pass.
  
  
• Ensures accurate usage tracking across:
  
  
  • Classes
    
    
  • Transactions
    
    
  • Package usage
    
    

Staff Restrictions

• You can prevent staff from booking clients who’ve exceeded the sessions owed limit.
  
  
• This option is also found under Additional Online Booking Settings ➜ Bookings Section.
  
  

How to Monitor Sessions Owed

You can track sessions owed through:

• The Sessions Owed Report
  
  
• Class Attendance Lists  (by checking individual classes)
  
  

How to Reconcile Sessions Owed

• Allocate a valid package to the client.
  
  
• Ensure the package is active during the class date/time.
  
  
• This will remove the owed session from their account automatically.
  
  

This system helps enforce proper booking behavior and keeps your reporting clean and accurate. ✅