Appointment stays on Scheduled

The client has been in, the sale was rung up, and yet the appointment in your calendar is still on Scheduled. It counts as work that has not been paid for and it keeps sitting in your To handle list. There is one reason for that: Salonnare does not know that this receipt belongs to that appointment.

Why it happens

The link between a receipt and an appointment is created at checkout, but only when you check the appointment out. If you ring the treatment up by hand at the till -- typing the service straight into the receipt -- that receipt line carries no appointment with it. The connection then exists nowhere, and it will not appear on its own later.

The result:

• The appointment stays on Scheduled, even though it was paid for long ago.
• It counts as unpaid work in your figures.
• It keeps sitting in the To handle block of the notification centre, the block that feeds the red number on the bell.

What Salonnare does on its own

Salonnare periodically looks at appointments that are in the past and still on Scheduled, and checks whether there is a paid, completed receipt for the same client on that same salon day.

Salonnare links the receipt itself and sets the appointment to Completed when all four of the following are true:

1. There is exactly one such receipt.
2. There is exactly one stuck appointment for that client on that day.
3. There is no paid deposit still outstanding and unapplied.
4. The receipt amount is not far below the price of the appointment: at least 60 percent.

In any other case Salonnare links nothing and you get a card in the notification centre, so a human decides. That is deliberate: a guess would attach money to the wrong appointment, and that is worse than an appointment that stays stuck.

The card in the notification centre

The card is called Receipt to check and sits in the To handle block. The card names the reason why Salonnare could not settle it alone:

What is going on	What you do
Several paid receipts around that time	Pick the one that belongs to this appointment.
Several appointments for the same client on the same day	Decide yourself which appointment that receipt paid for.
The receipt amount differs strongly from the price of the appointment	Check whether it really is the same treatment.
A paid deposit is still outstanding and was never applied	Check this first: the client has probably paid twice.

The card carries these buttons:

• Pick receipt -- find the right receipt (see below).
• Complete without receipt -- complete the appointment without attaching a receipt.
• No-show and Cancelled -- the usual outcomes, if the client did not turn up or the appointment did not go ahead.
• Open appointment -- goes to the appointment in the calendar.

The regular Appointment to handle card

Alongside this new card, Appointment to handle still exists for appointments that are in the past and have no receipt at all. It now looks back 90 days instead of 2, so you may suddenly see an old backlog appear. That backlog was always there, it simply was not visible. The cards arrive in batches -- at most 25 new ones per round -- so your list does not flood in one go.

Picking the right receipt

When you click Pick receipt, the window Pick the receipt that belongs to this appointment opens with every paid receipt for that client on that day. Per receipt you see:

• the amount and the time it was rung up;
• the receipt number;
• how many minutes before or after the end of the appointment it was rung up ("12 min after the end" or "5 min before the end");
• the lines on the receipt.

If a receipt already hangs on another appointment, it is marked Already linked to another appointment.

Once you pick a receipt the appointment is Completed straight away. You will see the message Receipt linked, appointment completed with an Undo button.

Completing without a receipt

If you are sure the treatment was delivered but there is no receipt that belongs to it, choose Complete without receipt. The appointment goes to Completed with no receipt attached. You have seven seconds to reverse that via the message that appears.

Undoing a link

A link that Salonnare made itself, or that you picked via the card, can be reversed in two ways:

• Straight after the action -- click Undo in the message that appears.
• Later via the receipt detail -- in the till, open the Orders list, click the receipt and look under Linked appointments. Each appointment shows where its link came from -- Linked automatically or Linked manually -- with an Undo link button.

In both cases the appointment goes back to Scheduled and the card returns to To handle, so you can judge it again.

How to prevent it

Check a treatment out from the appointment and the link is created immediately, leaving the appointment on Completed right away:

• From the calendar -- click the appointment and choose Checkout. The till opens with the treatments of that appointment already in the basket.
• From the notification centre -- the Appointment to handle card has the same Checkout button.

If you do ring a treatment up by hand while the client still has an open appointment for it, the till warns you just above the totals with Does this belong to an appointment?: "This treatment was rung up manually while the client still has an open appointment for it. Link the appointment, otherwise it counts twice towards revenue and VAT." There you choose between Link appointment and Keep it separate.

Related topics

• Managing appointments -- the calendar, statuses and the appointment detail.
• Point of sale -- checking out, receipts and the order list.
• Notifications -- the notification centre and the To handle block.
• Reporting -- where paid and delivered work ends up in your figures.