What is the difference between the Customer Account and Account on File?
Every member in your database has a Customer Account. The Customer Account works similar to a "tab" or a line of credit at your facility. It is an overall indicator of whether the customer owes you money, whether you owe the customer money, or whether no funds are owed.
If the Customer Account has a negative balance, this indicates that the customer owes you money. When a customer owes you money a due date is required. If the customer has not paid the balance in full when the due date passes, the customer will be In Collections status. Within the iGo Figure Software, the term 'Collections' is simply an internal designation that the customer owes you money and is past due. This does not mean that this customer has been sent to a third-party collection agency.
If the member tries to sign-in when they are In Collections their name will appear in red on the Attendance Panel and the member will be asked to see a member of staff on the .
You would use the Customer Account as a payment method ONLY if you wish to allow the customer to pay at a later date. For example, a member might sign-up for a 12-Month Prepay Membership and want to pay a portion of the total next month. You would use the Customer Account as the payment method for the portion they wish to pay later and then enter a due date for the balance.
In general, you would select the Customer Account from the The Store only if the customer is paying off a balance due or collection item. You could select this option if the customer would like to have a positive balance on the account to use at a later date. For example, a mother at your facility might want to keep 20 dollars on her add-on daughter's Customer Account for bottled water, protein bars, etc.
The Account on File is any bank account (savings or checking) or credit card that you have saved in the member's record. This account is generally used for recurring payments and can be used at any time by the member by selecting Account on File as the payment method.
Each member can have multiple Accounts on File, but each customer has only one Customer Account.