Charges and payments

Add-on charges and service charges are different records, each tied to a booking. A service charge has its own service date and description; an add-on charge has an add-on name and charge date. Both carry an amount and a Draft, Posted or Voided status. Finance Officer can distinguish a prepared amount from one accepted for the booking and can keep a voided correction visible.

Payments also link to a booking. They record the received date, amount, reference and status. Pending, Confirmed and Refunded describe the payment record separately from the booking or a charge. A confirmed payment should be reviewed against the relevant posted charges; merely entering a payment row does not settle the account.

• Charges. Review service and add-on amounts in their own lists before posting.
• Receipts. Use payment reference and received date when checking money recorded against a booking.
• Reconciliation. Compare posted charges with confirmed payments for the same visit.

Decide which service work should create a charge and who prepares each draft. Finance Officer should know what supports the amount before posting it. Agree how corrections move a posted charge to voided and how the team records a refunded payment. If a payment provider or accounting system owns final settlement, set up the connection and make its confirmed event the basis for reconciliation. Keep the booking number present in daily finance review so similarly named clients are not confused.

A checked-in visit includes a wig add-on and an additional service. Finance Officer finds the add-on charge and service charge under the same booking, checks their descriptions and amounts, and posts the approved entries. A payment with a reference arrives for that booking. Finance Officer checks the receipt and marks the payment confirmed when its source is verified. At checkout, staff compare the posted charges with confirmed receipts or acknowledge the outstanding amount.

Rehearse a duplicate receipt reference and a charge attached to the wrong booking. The team should resolve both before treating the account as reconciled. A refund should be visible as a payment status, without rewriting the original booking or hiding the posted charge.

• Payments to reconcile — Pending receipts to check against their bookings.
• Draft service charges — Service amounts awaiting posting review.

Follow booking and visit decisions and financial review through the records above.