Paying Invoices and Sending Pay by Link from Gladstone360 POS

Problem

Staff need to take payment for an invoice at the Gladstone 360 desk, or send a customer a Pay by Link email so they can pay by card remotely, for example over the telephone.

Resolution

Paying an invoice at the desk

1. Find the invoice

   • On the POS, select Find invoice / Pay invoice and enter the invoice number.

2. Select what to pay

   Invoice type	How Find Invoice treats it
   Legacy numeric invoice (Plus2 invoicing statement run)	Choose which invoice lines (for example weeks of a block booking) to pay with the sliders, then take payment
   Invoicing Module invoice (alphanumeric, for example INV-0001, SaaS only)	Find Invoice accepts the alphanumeric INV- number. The invoice is paid in full only (no line selection or part payment). Until it has been issued, Pay is disabled with the banner "This invoice cannot be paid until it has been issued". Issue it first with Mark as issued

3. Take payment

   • Take payment with any normal POS method. Paying by cash or card declares it in the till.
   • Paying by a non-banked method such as BACS marks the invoice paid in Plus2 without affecting the till.
   • If the invoice header doesn't show as Paid straight away, refresh or reopen it.

Sending a Pay by Link payment request

1. Find the customer

   • Find the member in 360 POS (or use Add Contact or Non Member).
   • Check there's an email address. You can type one when sending; it's used for this payment only.

2. Add the items and send the link

   • Add the item(s) to the basket and confirm the amount.
   • Click Pay now > Send Payment Link.
   • Ask the customer to check their inbox (and junk) and click Pay Now.

3. Check the payment has been made

   • Open Sales History and refresh. POS doesn't alert you automatically.
   • If the customer pays another way after you've sent a link, record the payment and Revoke the link.

Notes

• Permissions: paying invoices needs Find Invoice and Pay Invoice.
• Invoicing Module invoices online: Invoicing Module invoices are emailed with a Pay by Link button and update automatically when paid online. Offline payments (BACS, cheque, cash) aren't detected automatically: record them at the desk, or the invoice stays Awaiting Payment. Invoicing uses the contact's Work address type.
• Block Bookings invoices: invoices raised by Go Operator Block Bookings are Invoicing Module invoices (see Block Booking Invoicing and Credit Notes in Go Operator). Legacy Plus2 hosted reservations produce numeric invoices. An invoicing account's sales don't appear on the member record in 360, which shows the standard account only.
• Pay by Link availability: Pay by Link is switched on for your site by Gladstone. Contact Gladstone Support if you want it.
• What Pay by Link can be used for: bookings, unpaid sales, add-ons, arrears and multi-item baskets without a membership. It can't be used for memberships, recurring payments, DD set-up or part payments; Send Payment Link doesn't appear if the basket holds a membership.
• Managing links: from Sales History you can Resend, Send New Link (the old link stops working) or Revoke. Options > View > Payment Link tab shows the link status, recipient, sent and expiry times, and who sent it.
• Link rules: links last 72 hours by default. Only one link per sale is active. An expired or revoked link doesn't cancel the sale. Links are sent by email only.
• GladstonePay: the customer pays on your GladstonePay checkout page, with your existing branding, card types and currency. Payments go into your normal till totals and reconciliation and can be filtered separately in GladstonePay reports. If a Pay by Link payment is made but the sale still shows unpaid after refreshing Sales History, check the GladstonePay portal, then contact Gladstone Support.
• Email content: the Pay by Link email is the GMC template SaaS_PayByLink. See Configuring Gladstone360 Automated Emails in the GMC.
• Related: Invoicing Module and Pay by Link (GladstonePay); Using the Invoicing Module; Taking Telephone Payments with Pay by Link; Block Bookings (Plus2 Hosted Reservations) and Invoicing.

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