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Overview
In Hapana Core, both Pending Payments and Outstanding Payments refer to transactions that haven’t been collected yet—but they are managed differently. This article will help you distinguish between the two, understand where they appear, and know what actions you can take for each.
Recognizing the difference is key to managing your client's accounts accurately and avoiding missed payments.
Prerequisites
- Access to Client Profiles and Retail Dashboard in Hapana Core
- Familiarity with how memberships, packages, or drop-ins are sold or scheduled
Tip: If a client says they've made a purchase but no payment was taken, check both Pending and Outstanding sections to locate the transaction.
Step-by-Step Breakdown
What Are Pending Payments?
Pending Payments are scheduled to be processed at a future date. These typically result from:
- Future-dated single payments
- Recurring membership or package payments set to bill on an upcoming date
How to View and Manage Pending Payments:
Via Client Profile:
- Go to Clients on Core
- Search and select the client
- Click the Payments (card icon) tab
- Scroll down to the Scheduled table
- See all future pending payments
Via Retail Dashboard:
- Navigate to Payments > Retail Dashboard
- Under Payment History, click the Scheduled tab
- Use filters or search by client name
From these pages, you can:
- View payment details
- Send an email reminder
- Trigger a manual payment (Pay Now)
- Delete the payment
Tip: Pending payments are proactively scheduled and can be managed directly from the client’s profile.
What Are Outstanding Payments?
Outstanding Payments are created when a user begins the checkout process but doesn’t complete the transaction. This might happen if:
- The client added a package or membership to their cart
- They clicked Checkout but never finalized payment
These are incomplete transactions, not scheduled for any future processing.
How to View and Manage Outstanding Payments:
Via Client Profile:
- Go to Clients on Core
- Search and select the client
- Click the Payments (card icon) tab
- Scroll down to the Outstanding Payments table
- See all future pending payments
Via Retail Dashboard:
- Navigate to Retail Dashboard
- Click the Outstanding Payments tab
- Use filters or search by client name
From these pages, you can:
- View payment details
- Send an email reminder
- Trigger a manual payment (Pay Now)
- Delete the payment
Tip: Outstanding payments will never auto-charge a client. They must be manually completed.
Key Differences
| Feature | Pending Payment | Outstanding Payment |
|---|---|---|
| Created By | Scheduled future payments or memberships | Abandoned checkout (client didn’t finish paying) |
| Automatically Processes? | ✅ Yes | ❌ No |
| Location in Core | Client Profile > Payments > Scheduled | Retail Dashboard > Outstanding |
| Can Trigger Pay Now? | ✅ Yes | ✅ Yes |
| Can Edit or Delete? | ✅ Yes | ✅ Yes |
Expected Outcome
Understanding and managing Pending vs. Outstanding payments ensures:
- Clients are billed correctly and on time
- Admins can follow up on uncollected purchases
- Fewer missed payments due to incomplete transactions
FAQs
Q: Can Outstanding Payments be scheduled?
No. Outstanding Payments must be manually collected or deleted. They will not run automatically.
Q: Do Pending Payments show up in the Payment Log?
Not until they are triggered and processed. Until then, they live under the Scheduled section in the client profile.
Q: What's the best way to clean up old Outstanding Payments?
Use the Retail Dashboard > Outstanding tab to filter by date and remove or action aged payments in bulk.
Need help? Reach out to our support team via [email protected]
