Reconcile a Client Ledger

Some clients come several times a month and pay once at the end: visit 1 is $100, visit 2 is $200, visit 3 is $500, each put on their ledger. Reconcile Ledger settles them with one settlement ticket that references every visit it pays off.

Reconcile on the dashboardCopy a link to this section

1. Open the client's profile. In Client Ledger, choose Reconcile Ledger (it shows while the client owes money and you have Reconcile Ledger).
2. Every open charge is listed with its date and amount, all selected. Narrow them with From and To, or select some with the checkboxes (Select All toggles them).
3. Amount to Settle is the total of what you selected. Lower it to settle part of it now: the rest stays on the ledger.
4. Choose Create Settlement Ticket to open it in checkout, or Create and Get Payment Link to copy a link the client pays through.

Reconcile in the appCopy a link to this section

On the client's screen, open the actions and choose Reconcile Ledger. Pick the visits, adjust the amount if needed, and tap Create Settlement Ticket: the ticket opens in checkout.

Charge the settlement ticketCopy a link to this section

The settlement ticket is an ordinary ticket with one Ledger Settlement line. Take payment any way you take it on other tickets: cash (it goes in the register), card or reader, other payment types, a payment link, a split payment. Receipts and refunds work as usual.

• What is paid toward the line comes off the client's balance straight away, payment by payment. A ticket paid in part leaves the rest owed on the ledger.
• A visit already on an unpaid settlement ticket shows On settlement ticket #… and cannot go on a second one. Use Open Settlement to finish it, or delete the unpaid ticket to free its visits. If you settled only part of a visit, the rest of it stays in the list and can go on another settlement.
• Clicking Reconcile Ledger twice, or confirming twice in Percy, never opens two settlements: the second answers the one already open.
• The client gets one link for everything they owe. Sending a statement, the client's Pay Balance, or reconciling everything (no visits, dates or amount picked) closes any earlier settlement nobody has paid anything toward and opens one for the whole amount; its old link says it has expired. A settlement the client already paid part of is never closed: it keeps its own link for what is left on it, the statement sends both links, and the two together come to exactly what the client owes. One a card is paying at that moment is listed as being paid, and no link is sent for it. Visits with several team members are one settlement with one link.
• Sending a statement makes a payment link, which needs Allow Generating Ticket Payment Link. Without it the statement still goes out, telling the client what they owe, with no link and no settlement opened, and the dashboard says why. An owner or manager can grant the permission.
• An amount above what the client owes is not accepted: Reconcile Ledger says how much they owe that it can settle now.
• A settlement ticket only pays off the balance: products, services, discounts and changes to its lines can't be added to it. A tip can. It can't be paid with Put on Ledger either (that would only move the debt back onto the ledger), though credit the client already holds can pay it.
• A settlement's payment link never charges more than the client still owes. If a credit or an adjustment paid part of it after the link went out, the link asks only for the rest; once the client owes nothing, the link has ended.
• If one of the visits is paid some other way before the client pays anything (refunded, covered by credit or an adjustment), that settlement is closed and its payment link stops working. Reconcile again, or send the statement again, and a new settlement is opened for what is owed now. A settlement the client has already paid part of is never changed: what they paid comes off their balance and anything left over stays on their ledger. If two payments race and the client pays too much, the extra stays on their ledger as credit and their statement says Overpayment kept as credit.
• A settlement ticket stays with its client and team member: it can't be moved, and it can't be added to another ticket's collaboration.
• The ticket view lists the visits it Settles, each a link to its ticket.

Reconcile many clients at onceCopy a link to this section

On Clients, tap Owes Money above the list, select the clients (or select all), and choose Reconcile Ledger from the actions menu. Choose how payment links go out: not at all, by text with email when there is no phone number, by text only or by email only. Perceny opens one settlement for each client who owes money (up to 500 clients at a time) and works through them in the background while the dialog shows its progress, then a summary: how many were settled and for how much, how many links went out, and each client it skipped and why (owes nothing, no phone or email, link not delivered). Starting the same run twice does not settle or text anyone twice, and a client who already has a valid payment link gets that same link again.

Lines on the settlementCopy a link to this section

Every dollar on a settlement is explained. The visits are one Ledger Settlement line and are listed under Settles. A charge that came from no visit (a manual charge, an imported balance) gets its own line. The client sees it as Balance adjustment, unless the note was marked Show this note to the client when it was added; then the line carries that note.

Commission, tips and reportsCopy a link to this section

• Revenue, tax and commission were earned on each visit when it was put on the ledger. The settlement ticket is the client paying a balance: it is not revenue, carries no tax and earns no commission, so nothing is counted twice in sales reports, client spend, visit counts or commission tiers.
• The money taken on the settlement shows in payment reports, the cash register, Z reports and exports under the payment type used.
• Each team member whose visits are settled gets a settlement ticket for their share, and the tickets are charged together like a collaboration. A tip the client adds is shared the way your collaboration tips are (your tip distribution, tip fees and payout timing), so it reaches the people who served them. The Reconcile dialog shows the split before you create anything.
• Charges that came from no visit go with the person reconciling. With the permission to act for other team members, Give the Whole Tip To sends the whole tip to one person instead.
• Staff earnings, payouts and every report count the tip on a settlement (in Daily Sales, Monthly Sales, Revenue by Staff, Staff Performance and Tips Analysis, under each team member's share), never its line, so nothing is counted twice. Refunding the settlement takes the tip back out the same way.

RefundsCopy a link to this section

Refunding a settlement ticket puts the refunded amount back on the client's ledger: they owe it again.

Ask PercyCopy a link to this section

Percy can read a client's ledger ("what does Jamie owe?"), open a settlement ticket ("reconcile Jamie's October visits and give me a payment link") and send a statement. It asks you to confirm before it creates or sends anything. Reconciling and sending a statement need Allow Reconcile Ledger; without it Percy tells you the permission is missing. A payment link also needs Allow Generating Ticket Payment Link: without it, Percy sends the statement with no link and tells you why and that an owner or manager can grant it.