How to create a client debt
A debt records that a client still owes money, and it exists separately from the booking payment.
Steps
- Open the client card or the card of the booking the debt arose from.
- Create a debt.
- Specify the amount and the group — what exactly the debt is for.
- Link it to a booking if the debt relates to a specific rental. This is optional: some debts arise outside a rental.
- Describe the circumstances in the note — in a month you won't remember the reason.
- Save.
Tip
A debt and an underpayment on a booking are different things. An underpayment is calculated automatically from the rental calculations; a debt is created manually and survives the booking being closed.
What is filled in
| Field | What it means |
|---|---|
| Amount | The size of the debt |
| Group | What the debt is for |
| Booking | Which booking it relates to; can be left empty |
| Client | Who owes |
| Description | A free-form note |
Debt groups
- Rental — underpayment for the rental itself;
- Fines — fines charged to the client;
- Damage — damage found at return;
- Other — everything else.
The group doesn't affect calculations, but it makes it easy to sort through debts: rental and damage are different conversations with the client.
Tip
The debt list can be searched by text — you can quickly find the one you need by client or description.
A debt is visible where it gets in the way
| Where | How it shows up |
|---|---|
| Bookings list | The client's name is highlighted |
| Booking card | The debt is shown if it's linked to the booking |
| Creating a booking | A warning about the selected client's debts |
Tip
The last one is the most important. The warning appears before you set up a new rental for a debtor, not after.
Debt payment
A debt can be edited and a payment can be accepted against it: you specify the amount, the payment method, and the payment state.
When a debt is paid through a cash desk in another currency, its amount in the branch’s base currency is converted using the rate for the selected cash desk. If no rate is set, the system does not assume a 1:1 rate and rejects the payment with a missing-rate message. Set the rate in the company profile and try again.
Important
A debt can be linked only to an existing booking number.