Course G-102: An Overview of igo Figure Part 2: Money Collecting Money that is Owed to You Click Money Management on the Main Menu. The Money Management Wizard will show you how many transactions you have ready to be processed: Then, just click Next, Next,, Done. All money collection is performed you in an organized series of steps, including bank deposits, electronic credit card charging, and electronic funds transfers (EFTs). If you would like more information about electronic payment processing through igo Figure, send an email to training@igofigure.com with the subject line: Payment info. Point of Sale System Click Payments and Product Sales on the Main Menu. Select the name of the member for the sale (or click the Non-Member Sale button). You will see a Store and Shopping Cart. Click on items from the Store to move them into the Shopping Cart: Click Money Management Wizard and confirm the date by clicking OK. You will see a list of all transactions ready to be processed: You can click on an item multiple times to increase its quantity. Or, you can click on the quantity itself in the Shopping Cart, and change it there. You can select all transactions using the provided checkbox, or you can check or uncheck transactions individually. You can also click on the price of any item in the shopping cart in order to edit it, or apply a discount.
The next screen is the Purchase Review screen: Open up a payment method by clicking on the button in the left column. Choose Accounts on File to use an account on file (like an existing credit card). Use Customer Account to place all (or part) of a purchase on the customer s Account. You can split a payment among multiple payment methods. The Customer Account Positive Balance If a customer hands you $10 for an $8 purchase, igo asks how you wish to handle the $2 difference: Review your purchase here to ensure everything is correct. If you find anything that needs to be changed, click Back. You can also enter Additional Comments. Anything you type here will be printed on the receipt received by the customer, as well as saved in their permanent payment history. The next screen is the Checkout screen: If you do not have change in cash, you can apply the balance to the customer account. This will result in a positive balance of $2 (assuming the account was zero before, of course). Utilizing a Positive Balance If a member has a positive balance on their Customer Account, they can apply it toward any future purchase. Simply click the Customer Account button at the checkout screen, in order to open it up as a payment method. For example, let s say the member is making a $35 dues payment. But, they already have $2 on their Customer Account. So, the payment is recorded as $33 in cash, and $2 by the Customer Account.
Here is how the Checkout Screen looks: If the Customer Account balance indeed becomes negative as a result of this transaction, you will be shown the amount, and asked to select a due date: You can also refund a positive Customer Account balance in cash (or by check) using the Refunds button from the Main Menu. Negative Balance If a customer only has $15 for a $20 purchase, they can ask to have $5 placed against their customer account. Simply click Customer Account on the left column to open it up as a payment method, then put any amount you wish on it. The customer does not need to have any money in the Customer Account to use it. If you set the due date in the future, the customer will still be in good standing until that date, even though their Customer Account balance is negative. On the date the balance is due, if the Customer Account is still negative (even by a single penny), the member will automatically go into the internal Collections designation status. To see a list of all people who owe you money, click Money Management on the Main Menu, then select Balances Due and Collections: Here is an example of how the screen will appear:
Paying off a Customer Account in Full Select Payments and Product Sales from the Main Menu and select the name of the member. Then click on the Customer Account button. Tip: Click on the button itself, not the amount. If you click on the amount, you get a ledger showing details of the Customer Account balance. You will be asked to enter the amount you are depositing into the Customer Account: Click on the Due Date column to sort in order by date. All dates today or before are in Collections. All dates after today are not yet in Collections. Click on either the Last or First name columns to sort in order by member name. Click on the Account Balanace column to sort in order by amount, so you can see every debt owed to you, in order of amount. Use the Pay Now column at the far right to pay off any particular account. A Customer Account Aging report is very useful because it shows you all people who owe you money, and summarizes those debts in terms of which are current, which are 30-60 days old, which are 61-90 days old, and so on. To see an aging Customer Account report, choose Reports from the Main Menu, select Management Reports and click on the Customer Account Balances report. Another advantage of this report is that is also shows positive Customer Account balances, not just negative ones. This will appear as an item in the Shopping Cart. Now just use the rest of the Point of Sale system as usual to indicate how it is paid. Partial Payment on a Customer Account Let s say a customer owes $20 on their customer account (has a Customer Account balance of negative $20). They want to make a partial payment of $5. Use the procedure just shown to make a $5 payment onto the Customer Account.
After the Checkout screen, you will see the following message: Next you will see a list of all matching payments. Select the proper one: Select a new due date (if you wish) for the remaining balance. A member may pay off a Customer Account balance in as many partial payments as they wish. Collections igo allows a payment to manually be indicated as dishonored. For example, a member writes you a paper check, and a few days later the bank returns it to you because of insufficient funds. Click Collections from the Main Menu, and select you wish to Enter a New Collection Item. You will be asked to enter the payment amount and date: You will next see a screen confirming this member s identity, and showing a list of all previous times they were in Collections: igo Figure will next walk you through a series of steps where you will choose the reason for the failed payment, whether you are applying a returned fee (and if so how much), and a few other items.
As an example, take a look at this screen: Filing a Collections item, as you can imagine, makes a withdrawal against the Customer Account. If a negative balance results, then a due date is required. If you set the due date as today or before, the member will immediately go into Collections status. If you set the due date in the future, you are giving the member some time to pay off the debt before they go into Collections status. Refunds Click Refunds from the Main Menu, and select the member s name. You will see a list of all payments from this member. Select the one to be refunded based on the date and amount: The member is receiving a refund for 1 out of the 2 Calcium Supplements, and all 3 of the Multivitamins (but none of the 4 Protein Shakes). You can also type Additional Comments in the space provided, which will print on the Refund Receipt, and also be saved as part of the member s permanent refund history. On the final screen, you will be given the option of giving the refund in cash, by check, or to the Customer Account (credit card purchases will automatically be refunded to the customer s credit card). Prepay Payments Select Payments and Product Sales from the Main Menu. Select the member making the payment. Next you will be asked to specify which specific item(s) and quantities are being refunded. Click the Memberships tab, and click on the membership for which a payment is being received. The system will show you the last payment date, the last payment amount, and the current contract end date. You may then enter any payment amount you wish, and any new contract end date you wish. The payment is then processed through the remainder of the Point of Sale system as usual.