Guides - Debtor overview

In GECKO Booking you have the option of creating debtors and managing payments from these via the booking system. Please note that the use of invoices must be activated under ‘Advanced settings' > ‘Back-end' > ‘Invoice'. When the use of invoices has been activated, the menu item ‘Debtor overview' will appear in the list that appears when you move the pointer over the menu item ‘Cash register'.

At the top of the page you have the option of creating a new debtor. You will be transferred to a page at which you must enter a number of information about the debtor (Please note that all information except EAN number must be filled out). Remember to press ‘Update' in order to create the debtor! When the debtor has been created, you are automatically transferred back to the debtor overview.

At the top of the page you can see a list of all debtors. You have the following options:

• ID: You can view the debtor's ID.
• Group: Here you can see in which debtor group the debtor has been placed.
• Name: You can view the debtor's name.
• Prepayment: Here you can see if the debtor has made any prepayments of a certain amount. Prepayments can be used to pay for specific items/services.
• Outstanding: You can see any outstanding amount owed by the debtor.
• Edit: You can edit the debtor's information. In case your debtor is linked to a customer profile you will also have the opportunity to remove the link between them. You will also make it possible for more customers to share this debtor. Remember to press ‘Update' in order to save changes!
• Payment: You can register a payment from the debtor or make a settlement/loss of an amount. Remember to press ‘Save payment' when you have entered the desired amount. See this for information on how make this payment.
• Postings: You can view the debtor's postings. Among other things, you can view the debtor's invoices and you have the option of creating a credit note if an invoice should be annulled. Furthermore, you can if there is a remainder of a prepayment. Read more about prepayments .
• Mark: Here you can move a debitor to another debtor group. If you put a tick in the box 'Mark' opposite a specific debtor and then choose a group opposite 'Move to debtor group' the chosen debtor will be moved to another group. Press 'Update' at the end. 

Invoices can be created directly in the cash register as payment for e.g. a service or a product. This is done by ticking the box ‘Create as invoice' located under the types of payment. You have the option of searching for a debtor or creating a new debtor directly in the cash register. When you press ‘Complete', the receipt is created as an invoice and can be seen under the postings of the debtor or under 'Invoice list'.

Under ‘Invoice overview' you will be able to see an overview of all invoices. At the top of the page you can choose the period you want to see invoices from. Here you can also search the invoice no. if you want to find a specific invoice. Under ‘Choose cash register', you can find invoices that have been created in a specific cash register. When you press 'Show period' a list of invoices that meet your selected criteria will appear below.

By pressing the small gray plus sign to the left of each invoice, you will be able to see a preview of the the invoice, where the content is split up in specific invoice lines. You also have the option to open the invoice as a PDF file, by clicking on the icon to the right of the specific invoice.