Processing Late Cancel or No Show Fee Manually with Description

Overview

This guide walks you through how to manually process late cancel/no show fees in Core. You’ll learn how to adjust system-wide settings if needed or process a one-off fee with a custom description. This is important to ensure your clients are charged appropriately when they miss or cancel sessions late.

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Prerequisites

• Access to your Core Hapana Account.
• Permission to manage Retail Configurations and process Payments.

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Step 1: Review Manual Fee Processing Instructions

If you intend to manually process all late cancel/no show fees, begin from Step 3.

If processing a single manual fee, skip to Step 10.

Tip: Always confirm if manual adjustments are needed before changing system-wide settings.

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Step 2: Log In to Core

1. Go to https://core.hapana.com/login.
2. Log in using your credentials.

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Step 3: Navigate to Payments

1. Click Payments from the top navigation bar.

 

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Step 4: Access Retail Configurations

1. Select Retail Configurations from the dropdown.

 

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Step 5: Open Retail Settings

1. Click Retail Settings on the left-side menu.

 

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Step 6: Adjust Schedule Fees

1. Scroll down to the Schedule Fees section.
2. Click the pencil icon next to Schedule Fees.

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Step 7: Set No Show Fee to 0.00

1. In the pop-up window, update the No Show Fee field to $0.00.

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Step 8: Save Changes

1. Click Save to apply the updates.

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Step 9: Confirm Fee Update

1. Back on the Retail Settings main menu, verify the Charge No Show Fee now displays as N/A.

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Step 10: Start a New Sale

1. Click Payments again.
2. Select New Sale from the dropdown.

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Step 11: Select Single Payment

1. In the New Sale screen, click Single Payment.

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Step 12: Fill out the sale fields

1. Add Invoice Date, Description, Price, and select Tax Type, if applicable.
2. In the Description field, add any relevant notes you want visible on the client’s invoice (e.g., "Late cancel fee for 07/15 session").

Tip: Clear descriptions help clients understand the fee and minimize disputes.

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Step 13: Add to Cart

1. Complete all required fields.
2. Click Add to Cart.

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Step 14: Complete the Transaction

1. Use the Clients Selected + icon to select the client you wish to charge.
2. Click Checkout to finalize the sale.

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Expected Outcome

You will successfully charge a manual late cancel/no show fee with a detailed description, and the fee will appear clearly in the client’s invoice history.

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FAQs

Q: Will manually charged fees appear automatically in client history?

A: Yes, once processed through Checkout.

Q: Can I still automate late fees if needed later?

A: Yes, by updating the Schedule Fees settings again.

Q: What happens if I forget to add a description?

A: A generic fee will be charged; you won’t have visible notes on the invoice unless you manually update it.

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Need more help? Reach out to our support team via support@hapana.com.