Choose which records each tab keeps

Every tab in a sheet has a filter that decides which records it keeps: paid online, recorded by staff, unpaid, or over. With it, one tab can hold only the sales that came through the payment gateway, and another can be a full register of everyone.

In this video · 2:31

1. 0:00What a tab keeps
2. 0:28The switches
3. 1:07Gateway sales only
4. 1:21In the sheet
5. 1:34A new online sale
6. 1:48Which batch
7. 2:01Other ways

Read the narration

1. 0:05Each tab keeps only the records you choose. Here, only what was sold through the payment gateway.
2. 0:12This tab has the default records: two students who paid online, and one added free.
3. 0:19Rakib paid in cash, and staff recorded it. He is not here: manual entries are left out by default.
4. 0:28Open the sheet’s menu, and click Edit items.
5. 0:33Go to Layout, and click the filter button on the tab.
6. 0:38Online payments: paid through the payment gateway, by bKash, Nagad, Rocket or card.
7. 0:45A payment request the student paid online counts too, and so do reward points.
8. 0:51Manual entries: sales staff recorded by hand, like cash. These are off unless you turn them on.
9. 0:59Free & unpaid enrollments: free seats, and anyone who has not paid yet.
10. 1:05Removed enrollments: students taken off the course.
11. 1:10For gateway sales only, keep Online payments on, and turn the others off.
12. 1:16Click Save sheet. The tab is rebuilt from your LessonQ data.
13. 1:22Only the two gateway sales are left in the sheet.
14. 1:26Payment Method says SSLCommerz, the gateway they paid through.
15. 1:31And the Transaction ID matches each payment in your gateway account.
16. 1:36Now another student buys online. Within seconds of paying, the row arrives.
17. 1:47A cash sale recorded by staff would not come here, because manual entries are off.
18. 1:53The Batch column says which batch each sale is for.
19. 1:57To see one batch at a time, use the filter button on its heading.
20. 2:03Turn every switch on, and a tab becomes a full register of everyone.
21. 2:08Keep only Free & unpaid, and it lists who still has to pay.
22. 2:14A course can be in two sheets at once: a gateway-only sheet, and a full register.
23. 2:20More guides are at help.lessonq.com.

Before you start

• Who can do this: the academy owner and admins.
• You need a sheet already. If you haven’t added one, see Add a sheet.
• A filter belongs to one tab. Two tabs of the same spreadsheet can keep different records.

What a tab keeps at first

A new tab keeps every record except manual entries: sales that staff recorded by hand.

1. Two students who paid online, and one added free. A student whose cash sale staff recorded isn’t here, because manual entries are left out by default.

Open a tab’s filter

1. In Settings → Google Sheets, open the sheet’s ⋮ menu and click Edit items.
2. Go to Layout.
3. Click the filter button on the tab’s card (the small sliders icon beside its name).

1. Edit items.

The switches

1. Online payments
2. Manual entries
3. Free & unpaid enrollments
4. Removed enrollments

Switch	Which records	At first
Online payments	Paid through the payment gateway: bKash, Nagad, Rocket or card. A payment request the student paid online counts too, and so does a purchase paid with reward points.	On
Manual entries	Sales staff recorded as paid by hand: cash, a bank transfer, and the like, entered with Enroll Student or a staff sale. (A seat staff give for free counts under Free & unpaid.)	Off
Free & unpaid enrollments	Free seats, and anyone whose payment hasn’t come in yet.	On
Removed enrollments	Students taken off the course, and refunded enrolments.	On

A tab of product orders has one more switch, Cash on delivery, and calls the last one Cancelled & refunded orders. A bundle tab calls it Failed & refunded purchases.

Keep only gateway sales

1. Keep Online payments on.
2. Turn Manual entries, Free & unpaid enrollments and Removed enrollments off.
3. Click Save sheet. The tab is rebuilt from your LessonQ data.

1. Online payments, the only switch left on.

1. Save sheet.

Now only the gateway sales are left in the spreadsheet.

1. The two students who paid through the gateway. The student added free is gone from the tab.

Which payment was it?

Two columns tie each row to your payment gateway account.

1. Payment Method: the gateway the money came through, SSLCommerz.

1. Transaction ID: the same id your SSLCommerz account shows for that payment, so you can match the two.

Note

Payment Method says SSLCommerz, not bKash or card. The sheet names the gateway, not what the buyer paid with inside it. To tell bKash from card, look the transaction id up in your SSLCommerz account.

A new sale arrives on its own

When a student pays online, their row appears in the tab within seconds. A cash sale that staff record doesn’t come here, because manual entries are off.

1. The new sale.

Which batch?

A course you run in batches has one tab for all of its batches. The Batch column says which batch each row is for.

1. Batch. Its heading has Google Sheets’ filter button: use it to see one batch at a time.

A batch can’t have a tab of its own: pick the course, and use the Batch column to tell the batches apart.

Other ways to use the filter

You want	Turn on
Only what was sold through the gateway	Online payments
A full register of everyone, paid or not	Every switch
Free seats, and who still has to pay	Free & unpaid enrollments only
Everything staff recorded by hand, to check against your cash book	Manual entries only
A delivery list for a product (orders tab)	Online payments and Cash on delivery; turn off unpaid and cancelled

Note

One course, two sheets. A course can be in more than one spreadsheet at once: say, a gateway-only sheet for your accountant and a full register for your office. The item list in Add a sheet shows how many sheets each item is already in.

To change columns, pause a sheet or fix one that stopped, see Keep your sheets right.