Video: Using the Sales Menu Features

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Video Tutorial Transcript

Irina from Zanda

New Sale: Creating a Manual Invoice

0:29 Let's start with the new sale option and when we click here we actually can create a new invoice. The only difference from other type of invoices is that it won't be linked to an appointment so please use this menu to record a sale when you are selling a service or a product that doesn't need to be linked 0:50 with the client appointment. And what we'll do here, we will select the recipient of this service. So for example, Erica here, then you can select who sold this service to select one of the practitioners in your practice. 1:09 Then if this service or product that you are selling is covered by insurance, select that. Otherwise, you can remove the insurance from this invoice. 1:18 and then you will be able to select who will be the payee for this invoice. Either the client themselves like Erica or one of your third parties. 1:30 And then the location where this service of product was sold and then we'll click create an invoice and the new invoice page will open. 1:41 You will see that it's not linked to an appointment and now you will be able to add an item and you will be able to select from your services, your session packs and your products. 1:54 I will select one of the products and I'm able to collect and record the payment right here on this page as well. 2:03 Select the payment method from the list of available payment methods and save that. There you go, you made an invoice, you recorded the payment and you can print it out and give it to the person who is purchasing this or email.

New Payment: Recording External Payments

2:22 And now let us talk about the new payment option available here on the sales menu. From experience, this option is usually used when you need to reconcile your bank feed, you have a list of bank transfers. 2:35 For example, and you need to make a record in your Zanda account of those bank transfers and allocate those payments to the existing invoices in Zanda. 2:44 But there may be other options where you would use that, so the steps would be the same when you need to record a payment and then link it to an available invoice. 2:55 So we will start with selecting the payee, who this payment is from. so let me select this client and we will be immediately taken to the payments page on this payee profile. 3:09 So what I'll do I'll just select the payment method that was a direct deposit of $90. I can also select which location I am recording this payment in and leave any notes if necessary and then save the changes. 3:31 And now I see below the list of unpaid invoices where I can allocate this payment. I will select the payment, this was paid for and just save the changes.

Invoices Report

3:46 That's it. This is how you can record a new payment through the sales menu. The next feature that's available through the sales menu is the list of invoices you created. 3:58 So we'll click sales invoices. This works, this has the functionality of a report so you can use the filters available at the top to narrow down the list of invoices you want to generate. 4:12 So you can run the list of invoices, just per one client or all clients. Use those date filters by default. 4:21 The start date will be one month before the date you are working on this page so whenever you click on the invoices page here you'll see the list of invoices generated in the past months but you can change that as well then you can run a list of invoices per practitioner or a number of practitioners 4:42 for example if they work in the same profession in the same category of your practice and also you can narrow this down 4, paid in voices only or unpaid in voices only or see all invoices and also you can run the list of invoices issued to a third party or a number of third parties. 5:06 So all these filters are available to you so that you get the best outcome and only see those invoices that you need to. 5:14 Also, please use these choose columns filter to add and remove columns to the list of invoices so that you only see the necessary information. 5:27 And once you've selected the columns you want to see, save that layout for future uses. You can use those filters here. 5:37 For example grouping a report by column so if you drag the name of the column here to the top left you will see the breakdown of all invoices per client and you will be able to see which invoices have been easier to this client and so on. 5:55 You can group this by any column that's available. As you can see that and you can also use these sandwich bar filter where you can filter the rows by what they contain. 6:15 Once you're happy with the list of invoices and you want to have a record of it you can print that invoice or download it as a PDF here or download it as a CSV file or as an Excel file and use it elsewhere. 6:31 for example for uploading into your accounting system or sending this to your accountant whatever you need to do with that list of invoices.

Payments Report

6:43 And the next option here let's go to the payments part of the sales menu. So here what you'll see immediately is the payments that have been received in the past week. 6:57 You can And also use those filters to get a different range of dates for the payments list. You can filter those by practitioners, and also you can include the prepayments, so to see the payments that haven't been allocated to your invoices yet, or only see the list of payments that have been allocated 7:19 to the invoices. And similarly, you can group this report by every column, if necessary, and filter using this sandwich bar filter here, as well as you can print or export this report as a PDF or download them as a CSV file or an Excel file. 7:43 So this is an overview of what the sales menu you can do for you and help you to manage your account billing and finances information.