This guide will detail the ways in which you can charge clients for completed appointments in PPS Express, as well as raise charges for missed or cancelled bookings.
Complete an Appointment
Completing appointments marks it as such in your diary and allows you to bill for the treatment given.
You can complete an appointment by navigating to the diary and clicking the appointment you wish to complete. A menu will appear to the side of the slot, simply click Complete.
The charge associated to the Appointment Type will automatically be entered as the first charge - though you can edit the description and amount should you wish to. You are also given the opportunity to add an additional charge by clicking the + button and typing a simple description and amount. (You can remove this additional charge at any time by clicking the red X button)
Tip: Modify the charges associated to your Appointment Types via Settings > Diary Options > Appointment Types.
Once you have finalised the charges and whether or not they have been paid, you can email the resulting invoice directly to the client - or any additional email address(es). You can send the invoice to as many email addresses as you like, simply separate them with a comma.
Once you've completed an appointment a purple indicator will appear at the corner of the appointment in your diary.
Mark an appointment as DNA and Raise a Charge
Marking an appointment as DNA follows much the same process, click Client Did Not Attend from the appointment options. Access this by clicking the appointment in the diary or from the Client Log.
Selecting the DNA Reason will then enter the default charge for that reason - you are able to edit both the description and charge amount.
Tip: Modify the charges associated to your Reasons for Non-Attendance via Settings > Diary Options > Reasons for Non-Attendance.
You can choose to Re-open the appointment which will open up the slot to be booked into again. If you do not choose this option the booking will stay in place. In either instance the DNA record will remain intact and will be visible from both the diary and the Client Log.
You can also email the invoice to the client, using the tick box towards the bottom of the page.
The appointment will then display as DNA in the main Diary screen. If the slot has been re-opened, it will display at the bottom of the screen:
Paying off existing charges
Once you have created charges against an appointment or a DNA you can mark them as paid at the time by using the How Paid option or leave this blank to pay it off later.
To pay off an outstanding invoice navigate to the Client's Log and open the Invoice via the heading. Set the payment method and choose Save.
