Payments

In Payments you see all your customers' payments: the ones your team registers by hand (cash, transfer, deposit) and the ones that come in online through your payment gateways. Registering a payment renews the subscription: the Paid until date moves one period forward and the Plaspy devices of that subscription are extended with it.

Open the My customers menu and choose Payments.

The payment list

Filters:

• Date: the range of payment dates. By default, the last 30 days.
• Customer.
• Subscription status: Active, Past due, Suspended or Cancelled.
• Method: your manual payment methods and the active gateways.
• Only pending: the payments waiting for confirmation.
• Show voided: voided payments are hidden by default.

The columns are Date, Customer, Subscription, Amount, Method (with the Pending badge when it waits for confirmation), Reference and Paid until, which shows the new date when the payment renewed the subscription. The paperclip means the payment has a support attached. Yellow rows are pending payments. The magnifier opens the payment detail.

Register a payment

1. Click the round button of Payments (Register a payment: choose the subscription it pays) and search the subscription by customer or plan. You can also use Register payment in the row of a subscription, or the next to Paid until inside the subscription, which does not show when the subscription is cancelled.
2. Check the summary: Price, the current Paid until and After this payment, which is the new date.
3. Choose the Method.
4. Check the Amount; by default it is the subscription total, in its currency.
5. Set the payment Date and, if you want, the Reference (receipt or transfer number) and Notes.
6. In Payment support attach the receipt, the transfer screenshot or the invoice, as a PDF, JPG or PNG of up to 5 MB. Some methods require it.
7. Leave Renew the subscription with this payment checked and click Register. Payment registered shows.

How the new date is computed

• If the subscription is active, or past due but still within its grace days, the new period is added to the current Paid until date. The grace days are a tolerance, not free days.
• If the subscription is suspended, or its grace is over, the new period starts today.
• A period that ends on the last day of a month keeps ending on the last day of the month.
• The payment Date does not change the calculation.

The subscription becomes Active. If it has Renewing extends the linked Plaspy devices checked, its Plaspy devices stay active until the end of the new date plus the grace days; a device that already has a later date keeps it.

Uncheck Renew the subscription with this payment to record a payment without moving the date, for example a partial payment. A cancelled subscription is not renewed: reactivate it first.

Payments that wait for confirmation

If the method has The payment waits for confirmation checked, you will see the notice With this method the payment stays pending: the subscription renews when someone confirms it. The payment stays Pending: it renews nothing and sends no notices. To confirm it:

1. Open the payment with the magnifier.
2. Click Confirm payment and confirm. Payment confirmed shows.

When it is confirmed, the subscription is renewed with the calculation at that moment and the notices are sent.

Notices to the customer and your copy

When a payment is confirmed, the customer gets the Payment received message by email and, if you set it up, by WhatsApp (see Message templates). You get a copy of the email at the Payment notification email of Settings, or at your account email if it is empty. The copy only comes when the email was sent to the customer.

Payment detail

The magnifier opens the payment with its customer, subscription, date, amount, method, reference, Paid until (old and new date) and notes. It also has:

• Receipt: the link to the receipt page you can send to the customer, with a button to copy it.
• Supports: the attached files, to download them. An online payment has the gateway transaction as proof.
• History: who registered, confirmed or voided the payment and when.

Void a payment

1. Open the payment with the magnifier, in Payments or in the Payments section of a subscription or a customer.
2. Click Void and confirm Void this payment? The expiry date it produced is not reverted. Payment voided shows.

Voiding a payment does not bring back the Paid until date or the device dates, does not notify the customer and keeps the attached support. If you need to fix the date, edit Paid until in the subscription.

Requirements

• Payments privileges: View (payments, supports and receipts), Export, Insert (register manual payments), Update (confirm payments, change the Amount and register without renewing) and Delete (void). See User groups.
• Without Update, the amount is the subscription value and the payment always renews.
• Supports count toward your account storage, which grows with your licensed devices (see limits). A voided payment keeps its support, so voiding does not free space. If you fill it you will see You reached the storage limit of … for payment supports. It grows with your licensed devices; contact us if you need more.
• Payment methods are set up in Payment gateways and methods. If none is active, the dialog shows Configure payment methods.

Messages you may see

• Please select the subscription this payment pays., Please select the payment method., Please enter an amount greater than zero. or Please enter the payment date.: that information is missing.
• Please attach the payment support.: the method requires a support.
• Only PDF, JPG or PNG files are accepted or The file exceeds 5 MB: change the file.
• The subscription is cancelled: reactivate it before renewing.

Related articles

• Payment link
• Payment gateways and methods
• Subscriptions