Settle open balances

What you need

• In the Administration: "Accounts" (with "Collect" and "Top up credit") is visible to "Owner" and "Manager" of the list and to "Administrator" and "Owner" of the organization. Managers of a list without a club role also sign in at /admin and see only their lists there; "Cashier" and "Read only" see the "Payment journal" and reports there. In the WebApp or app, "Cashier" can collect payments too; it is the recommended role for the treasurer.
• For the receipt by email: an email address on the member's account – either through their login or through an invitation. Without an address the account is still settled, just without an email.
• For the payment method "Cash": the list's cash mode must be switched on. Otherwise choose "Bank transfer".
• The payment method "Direct debit" is for amounts the club has collected itself through its bank (for example with a batch direct debit). The Stripe direct debit that members set up in the WebApp or app does not need to be settled by hand – it is booked automatically once collected.

Settle one account in Administration

1. Open Administration (/admin) and choose club and list on the left.
2. Go to "Journals & accounts" → "Accounts". The "Balance" column shows what each account has open.
3. In the account's row, click the money icon "Collect payment". It only appears for accounts with an open amount.
4. The open amount is already filled in. Only change it for a partial payment – below it you then see what remains open.
5. Choose the payment method: "Bank transfer", "Direct debit" (collected by the club) or "Cash". A note (for example "Transfer May") is optional and appears on the receipt.
6. Click "Settle". A message shows the amount paid and the new balance.

Settle several accounts at once

1. Open "Journals & accounts" → "Accounts" as above.
2. Tick the box at the start of the row for every account that has paid. The box in the header selects all accounts on the current page.
3. Click "Settle selected" at the top. The number in brackets shows how many of the selected accounts have something open.
4. Check the list in the window: every account with its open amount and the total. Each account is settled in full.
5. Choose the payment method and, if you like, one note for all – for example "Direct debit" with the note "Batch direct debit June" once your bank has collected.
6. Click "Settle". The message tells you how many accounts were settled and how many were skipped. A double click never settles anything twice.

Settle in the WebApp or app – for example at the bar

1. Open the member's account in the WebApp or app. You find it at the bar or under "Settings" → "Admin area" → "Accounts" (on the computer the "Admin area" menu item).
2. Tap "Collect payment".
3. Check the amount and choose the payment method: "Cash", "Bank transfer", "Direct debit" or – if a card reader is paired – "Card (terminal)".
4. Add a note if needed and tap "Collect …" (the button shows the amount). Here, too, the member receives the receipt by email.

What the member receives automatically

• An email "Your settlement" with the receipt attached as a PDF (Abrechnung-number.pdf) – in the language the member has chosen.
• The receipt lists all settled items with date and amount, plus: settled, paid, remaining or credit, payment method, who collected it and your note. If "On the club’s PDFs, top right (receipts, statements, reports)" is switched on under "Organization" → "Master data" → "Logo", the club logo appears at the top right of the receipt.
• The receipt is sent after every settlement, whichever way it happened: in Administration, in the WebApp or app, with an online payment or with a direct debit.
• If the club uses a TSE, the signed receipt is sent instead of this one – never both.

Switch the receipt on or off

1. In /admin open "Operations" → "Reversals & settlement".
2. In the "Settlement receipt" section you find the switch "Email the settlement receipt (PDF) to the member". It is on from the start.
3. Tick or untick it and click "Save". The setting applies to the selected list. Cashiers cannot change this setting.

The club's overview in /admin

• "Journals & accounts" → "Payment journal": every settlement with time, account, payment method, amount paid and settled, who collected it and the note. Filters and search are above the table.
• In the same table the PDF icon in the "Receipt" column opens exactly the receipt the member received. Next to it, the printer icon "Print receipt" prints the settlement as a slip on the list's receipt printer – set up under "Operations" → "Receipt printers".
• "Journals & accounts" → "Accounts": the current balance of every account – what is still open now.
• An account can only be archived with a balance of 0. If something is still open or there is credit, "Account not settled" appears: settle it, book a payment, or use "Transfer balance" to move the amount to another account of the same list (choose the "Target account" – two transfer lines, no revenue, no payment). Archiving revokes open invitations and linked logins of the account. "Show archived accounts" above the table shows archived accounts, and "Restore" brings one back – invitations and logins do not come back with it. If amounts are still on archived accounts, the "Overview" shows them as "of which … on archived accounts"; the link opens exactly those accounts.
• "Journals & accounts" → "Reports & export": the reports "Abrechnungen" (amounts collected with payment method and carry-over), "Offene Posten" (open items) and "Kontostände" (account balances), also for download. The report names are shown in German.
• The list's managers also receive a short email "Settlement recorded" for every settlement.

Credit limit per account and per group

1. Set the “Default credit limit of the list” in Administration under “Rules & import” → “Youth protection”: this is the most any account may have open.
2. For a single account: “Journals & accounts” → “Accounts”, edit the account, field “Credit limit (empty = like the list)”. A value there applies instead of the group and list limit – higher or lower; 0 means: book only with credit. In the WebApp and the app: “Settings” → “Admin area” → “Accounts”.
3. For a group: “Operations” → “Groups & charges”, edit the group, “Group credit limit”. It applies to every member without their own account limit; if an account is in several groups with a limit, the strictest one applies.
4. The “Credit limit” column under “Accounts” shows the effective limit and where it comes from (account, group or list). If it is exceeded, the app rejects the booking with “Credit limit reached” – at the bar, at the kiosk, for QR orders and when splitting a round. Charges from Administration deliberately do not check the limit.

Top up credit

1. In the app or WebApp, open the account – at the bar or under “Account” – and tap “Top up credit”. Everyone allowed to collect payments sees the button (cashier, manager, owner). In the Administration it works under "Journals & accounts" → "Accounts" with the plus icon "Top up credit" in the account's row – also for managers of a list without a club role.
2. Choose 10, 20 or 50 or enter any amount, plus the payment method: “Cash”, “Bank transfer” or “Direct debit”.
3. If the account still has something open, that is settled first – the preview shows “Open … is settled first · new credit …”. If the amount only covers the open amount, please settle normally.
4. Cash goes into the open cash session. Receipt, email and payment journal say “Top-up”; with a TSE the top-up is signed like any credit deposit.

Balances only for treasurer and managers

• In Administration under “Operations” → “Reversals & settlement” → “Balances” (in the WebApp and app: “Settings” → “Admin area” → “Reversals & settlement”) you find the switch “Other accounts' balances only for treasurer and managers”. Default: off.
• When it is on, bartenders, the bar and manager accounts with PIN only see their own balance – in the account list, after booking and in live updates. Treasurer, managers and reporting still see all balances.
• In addition, “Hide balance” can now be set on every account, not just guests: the account itself then does not see its balance and history, cashiers and management do.
• The credit limit still applies regardless.

If you get stuck

• The "Collect payment" icon is missing: the account has nothing open, or your account lacks the right to collect payments.
• "Bar-Modus ist für diese Liste abgeschaltet" (message in German: cash mode is switched off for this list): choose "Bank transfer" or "Direct debit". Cash mode is on from the start; there is no switch for it in /admin – contact us under "Integrations & help" → "Help & support".
• An account was skipped when settling several: it had no open amount any more – for example because it had already been settled.
• The member did not receive a receipt: check whether an email address is stored on the account and ask the member to look in the spam folder. You can open the receipt as a PDF under "Payment journal" at any time and pass it on yourself.
• Too much or too little settled: the difference stays on the account as credit or "remaining" and is offset with the next settlement.
• A member sees “You don’t have a member account in this list yet” in the WebApp or app: their sign-in is not linked to any account of the list, so paying and direct debit are missing. Enter their email address on the account under "Journals & accounts" → "Accounts" – they then receive an invitation.

Bottle deposit on member accounts

• If your list charges bottle deposit on member accounts (/admin → "Products & stock" → "Bottle deposit", per group it can differ), the deposit is a line of its own on the account statement and part of the open amount.
• When a member brings back empties, the bar or cash desk credits the deposit ("Bottle deposit refund" → "Credit an account") – this reduces the open amount. Members cannot credit themselves.
• The account statement also shows the "Open bottle deposit balance": deposit minus refunds over the whole lifetime, even if the bookings are already paid.