Create an order and take a payment
This guide shows you how to create an order by hand, see where payments come from, and confirm that a transaction reaches the Journal and your Analytics revenue. One thing to know up front: payments are produced by the online booking checkout — the dashboard has no button for taking a payment itself. What you can do is record orders manually and follow every payment through its lifecycle.
1. Open Orders and start a new order
Open the Orders page and click the Add button to open the order dialog. The dialog has two tabs — Order and Order items.
2. Fill in the Order tab
On the Order tab, pick the Client the order belongs to — an order cannot be saved without one. Then enter the order's figures directly: the Gross total, the Discount total and the VAT total are typed in as amounts; nothing is calculated for you. You can also set an Order reference, the Currency, a Tag, and select a discount code under Discount if one applies. The Paid at field records when the order was settled — set it yourself if you have taken payment outside the system.
3. Add order items
Switch to the Order items tab to break the order down into rows. Each row holds plain figures — Quantity, Gross, Discount, VAT and a Tag — which you fill in by hand; there is no product or treatment picker, and the rows do not feed the totals on the Order tab. Use the Add button for more rows and the delete icon to remove one. For your price lists themselves, see Products and Treatments.
4. Save the order and download the PDF
When the figures look right, click Save to store the order. Saving needs a client selected; without one the Save button stays disabled. It then appears in the Orders list, where each row has a PDF icon — download the order document from there if the client needs a copy for their records.
5. Review an order's items, tags and notes
Expand a row in the Orders list to see its saved order items (category, description, quantity, discount and gross) below the columns. Underneath that you can add Tags and timestamped Notes to the order — each note records who added it and when — and save them with the Save button in that panel.
Where payments come from
Payments are created automatically when clients pay through the online booking checkout — there is no way to record a payment manually in the dashboard, and the Payments page is a read-only history. If you settle an order off-system (cash, for example), the order's Paid at field is the place to note it.
6. Review payments
The Payments page shows one month of history at a time: use the month picker to move between months, up to five years back, and the search field and Excel export to work with the list. Each row shows the date, client, Payment method, Order reference, amount and a status chip — Pending, Authorised, Captured, Failed or Refunded — so you can see where each payment stands in its lifecycle.
Expand a row to see the payment's timeline — when it was authorised, captured, failed or refunded — along with a place to add Tags and timestamped Notes, the same as on an order. Each payment row also shows its Order reference, so you can match a payment to the order it belongs to.
7. Confirm it lands in the Journal and Analytics
Finally, verify the transaction was recorded everywhere it should be. Open the Journal to find the payment in the chronological activity history, then open Analytics to confirm it is reflected in your revenue figures.
Requirements
Orders, revenue figures and payment tracking require the Payments module to be enabled for your organisation. Viewing Orders and Payments needs client read access; creating or editing an order needs client write access.