Monthly parking passes and invoices
gate.hayaterp.com ↗Monthly and quarterly parking passes in Hayat Gate — pass plans with price, vehicle class, number of cars and period; selling a pass for one or more plates; invoices made in Hayat ERP Sales each period, pay links, auto-renew, suspension when an invoice is overdue and resuming when paid; tax on parking and where the money goes.
A monthly pass lets regular parkers — office staff in a plaza, shopkeepers in a mall, tenants without a society sticker — drive in and out of a paid car park without paying at the exit. Hayat Gate keeps the pass; Hayat ERP Sales raises the invoices, so passes appear in your receivables, statements and reminders like any customer. You need Set up sites… (gate.manage); cashiers can also send pay links.
Pass plans
On the site, Pass plans → + Add plan:
| Field | Example |
|---|---|
| Name | Car — monthly, Bike — monthly, Car — quarterly |
| Price | Rs 4,000 (per period) |
| Vehicle class | Car, Bike or Commercial |
| Max vehicles | 2 (a family that uses either car) |
| Period (months) | 1, 3, 6 or 12 |
Sell a pass
- Monthly passes → + New pass, pick the Site and the Plan.
- Holder name, Phone (encrypted) and Email. Link the Member if the holder is already on the site's list.
- Plates: the vehicles on this pass, up to the plan's Max vehicles.
- Starts on: the first day of the pass.
- Auto-renew: on for a pass that goes on month after month.
- Price: leave empty for the plan's price, or type a special price (a staff discount).
- Invoice now: on to raise the first invoice straight away. Save.
The pass gets a number (GMP-…). The first time, Hayat also makes the holder a customer in Sales (CUS-…), so all invoices and payments are in one account.
The plates work at the gate within a minute — even offline, as the gate PC keeps a copy.
Invoices and payments
- Each period's invoice is a normal Sales invoice for the pass item, due in 7 days (setting Pass invoice due).
- With Auto-renew, the next period's invoice is raised 3 days before the current one ends.
- The pass page lists every invoice with its period, amount, due date, what is paid and the balance.
- Pay link sends the holder a JazzCash / Easypaisa / card link for the open invoice (see Online payments). Cash at the counter is received in Sales → Receipts as for any invoice — see Selling on credit.
- Invoice on the pass raises the next invoice by hand.
Suspended passes
If an invoice is more than 7 days overdue (setting Suspend overdue passes), the pass is suspended: its plates no longer open the barrier (in a paid car park they pay at the exit like any other car). When the invoice is paid, the pass resumes by itself.
You can also Suspend a pass by hand with a note (it stays suspended until you Resume it), or Cancel it, e.g. when the holder leaves. A pass without auto-renew simply expires at the end of its period.
Tax and accounts
Pass invoices use the item GATE-PASS (a service, tax Exempt, income to the service revenue account). If your province charges sales tax on parking services, ask your accountant, then choose an item with the right tax category in Settings → Pass item. The invoice posts like any sale: debit the customer (1100 receivable), credit the item's income account. See Tax and FBR and How every module reaches the accounts.
Pass income is on the Revenue report as monthly passes invoiced.