In this tutorial, I will show you how to manage the Account Balance tab in the Users Module.

The Accounts Balance tab is a great way to manage invoices, payments, and even subsidies between students or clients of a school or organization.

Depending on the structure of your organization, this tab allows students to view their own account balance, register their payments, and use any other functionality they have been given access to.

ACCOUNT TAB: (0:28)

Now that you have defined the access to the Accounts tab for each role, let me give you a more in-depth look at the tab.

1. First, log in to your account.

2. Go to the Me page or the Users Module and select a user.

3. Click on the Account tab.

4. Here you can view the Account Balance with a detailed list of all the statements, whether they are debits or credits with the date, description, debit or credit amounts, and balance to date.

5. If you scroll down, you will find a list of all the invoices with the date, reference number, and amount.

6. And finally, the subsidies, if existing, with the date, name of the payer, and the allocated and paid amount.

7. You will also find some buttons on the top to:
Make Account transfers between users.
Download the Account Statement.
Send the Account Statement by email.
Set a minimum balance.

8. You can also click on the plus button at the bottom of the window to add invoices, payments, and subsidies.

9. And you will also be able to edit the invoices and payments, and download the flight session sheets, receipts, and invoices.

Now let me explain in-depth on how to use these functionalities:

ADD INVOICES: (1:43)

To add an invoice:

1. In the Account Balance tab, click on the plus sign on the bottom right-hand corner of the page.

2. And click on the "Add invoice" button.

3. Here you can add the date of the invoice and then pick if you want to add a line to manually register the code, description, unit price, quantity, and tax percentage; or you can also choose to just click "Add products" and select from your previously defined list of products. When you finish selecting, click “Ok” to save.

The invoice you created will debit the user’s account balance.

ADD PAYMENT: (2:23)

To add a payment:

1. In the Account Balance tab, click on the plus sign on the bottom right-hand corner of the page.

2. And click on the "Add payment" button.

3. Select a date, enter a description, check off the payment type, you can choose from the defined options; credit card, cash, check, transfer, direct debit, or voucher; when you check a box, you will be given the option to enter the amount and add additional information if required.

4. Send a receipt by checking off the box and adding an email address.

5. Don’t forget to save.

This payment will add credit to the user’s account balance.

ADD SUBSIDY: (3:05)

You also have the option to add a subsidy:

1. In the Account Balance tab, click on the plus sign on the bottom right-hand corner of the page.

2. And click on the "Add subsidy" button.

3. Here you can select the date, add an amount, select a payer from the drop-down list, and add comments.

4. When you finish, don’t forget to save.

NOTE: The payers' list will only show users that are registered as “Company”, this can be defined in the add or edit user window. For more information, please watch the tutorial How to Add/Edit/Delete a User.

Payers can pay other users' tuition, flight hours, or add credit to their balance. They will be charged an invoice for the amount defined in the subsidy. Now if we go to the payer's Account tab you will see the invoice for the user listed on their Account Balance.

PAY BY CREDIT CARD: (4:00)
If you have set up a credit card payment system in your Super Admin Settings, the Pay By Credit Card button will show up and users will be able to make credit card payments directly from this page.

ACCOUNT TRANSFER: (4:12)

You can transfer an amount of credit from one user account to another:

1. In the Account Balance tab, click on the "Account transfer" button.

2. Pick a user from the drop-down list to make a transfer, add a description, and the amount.

3. Don't forget to save.

DOWNLOAD STATEMENT: (4:30)

You can also download the account balance:

1. Just click the "Pdf" button, this will generate a PDF that you can save and/or print.

2. You can also download the statement in Excel format. For this, use the "Excel" button.

SEND STATEMENT BY EMAIL: (4:46)

You can also send the account balance by email:

1. Click on the "Send by email" button. A message will appear: “Attention. Are you sure you want to send the account statement of this user by email?”. Click “Yes” to accept or “No” to cancel.

This option will send the Account Balance to the user’s registered email.

SETTINGS: (5:08)

You can set a minimum balance:

1. Click on Settings.

2. Here you can create a minimum balance amount.

This means the user won’t be able to be scheduled and the flight will not be dispatched if his or her account balance is less than the minimum amount defined.

The constraints will only work if you activate them:
For Scheduling: Settings > Schedule > User constraints > Prevent booking when the user's account is below the minimum amount defined in User / Account / Settings.

ACCOUNT BALANCE: (5:43)

The Account Balance list will show details of all the statements whether they are debits or credits with the date, description, debit or credit amounts, and balance to date.

To edit, click on the three dots next to the invoice or payment and click on the “Edit” button. Click on “Save” after making your changes.
To delete, click on the three dots next to the invoice or payment and click on the “Delete” button. You will be prompted with a message: “Attention. Are you sure you want to delete this invoice?”. Click “Yes” to accept or “No” to cancel.

To download the invoice or payment, click on the three dots next to the invoice or payment and click on the “Download PDF” button.

INVOICES: (6:28)

The invoices list will show the date, reference number, and amount of the invoices.

To download the invoice, click on the three dots next to the invoice and click on the “Download Pdf” button.

And you can send the invoice by email by clicking on the three dots next to the invoice, and selecting “Send by email”. You will be prompted with a message: “Attention. Are you sure you want to send the invoice statement of this user by email?”. Click “Ys” to accept or “No” to cancel. The invoice will be sent to the user’s registered email.

SUBSIDIES: (7:02)

The subsidies list will show the date, name of the payer, and the allocated and paid amount.

To edit, click on the three dots next to the subsidy and click on the “Edit” button. Click on “Save” after making your changes.

To delete, click on the three dots next to the subsidy and click on the “Delete” button. You will be prompted with a message: “Attention. Are you sure you want to delete this subsidy?”. Click “Yes” to accept or “No” to cancel.

ROLES AND PRIVILEGES: (7:33)

You can define the Roles and Privileges to give the user roles access to certain functionalities.

To configure these privileges, follow the next steps:

1. Go to the Users Module.

2. Click on the Roles and Privileges button on the top right-hand side of the window.

3. Choose a role from the drop-down list.

4. Go to the Users tab.

5. Scroll down to Account.

6. Check off the box “View Account tab”.

7. And choose if the user role can have access to:
Under General: Do account transfers, send account statements by email, and edit settings.

Under invoices: View, add, edit, and delete invoices.
Under payments: Add, edit, delete payments and make credit-card payments.

And under subsidies: Add, edit, and delete subsidies.

For more information, please watch the tutorial How to Manage the Roles and Privileges for the Users Module.

For more information on the Users Module, please watch the corresponding tutorials.