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Adding a Prepayment

Using Prepayment Balances

Viewing Prepayment Transactions

Refunding a Prepayment

Related Settings

Introduction

Prepayment balances on client accounts are the equivalent to a deposit or credit amount available for use against future owed balances. Prepayment amounts can either be added manually to the client's account or transferred from a credit note. The prepayments functions are available if enabled in the department settings.

If the Gravity Payments integration is used in your Provet Cloud (only available in the US), you can also add and refund prepayments (deposits) through the Gravity Payments integration.

Adding a Prepayment

From a Client Page

1. On the client page, select + New > + Prepayment above the sidebar on the right-hand side of the page.
2. Check the date and add the payment type, amount, and description if needed (may be required).
3. Select Save.

From an Invoice Page

If a client wants to add a prepayment in addition to paying an invoice at the end of a visit, you can add the prepayment from the invoice page when finalising the invoice. Note that you can do this if overpayments are allowed on invoices.

1. Finalise the invoice and add the payment as usual according to your workflow.
   • In the two-step workflow, you can enter the total payment amount received, including the prepayment amount, in one go.
   • In the single-step workflow, add another payment for the prepayment after adding the actual invoice payment.
2. Select the Transfer to prepayments button.
3. Add a description if needed (may be required) and select Verify transfer to prepayments.
4. Select Confirm.

From a Credit Note

When you create a credit note, the sum to be credited can be transferred as a prepayment to the client's account for future use.

• In the full refund or credit and invoice again workflow, select the Move the selected to prepayments option when creating the credit note.
• In the partial refund workflow, finish the credit note and then select the Transfer to prepayments button on the credit note page.

Complete the transfer in the same way as on an invoice page.

With Nordhealth Pay

For adding a prepayment with Nordhealth Pay, see Prepayments and Prepayment Refunds.

Using Prepayment Balances

1. You can use prepayment balances from the client page or from an invoice page. 
   • On the client page, go to the Billing tab and find the invoice in the Invoices section. When the client has prepayment balance available for use, the + Use prepayment button (a) is available on the invoice row of unpaid invoices.
   • On the invoice page, scroll to the Payments section. When the client has prepayment balance available for use, the + Use prepayment button (b) is available.
2. Select the Use prepayment button.
3. From the Select which prepayment to use first drop-down list, select the prepayment you want to use first. If the selected prepayment does not cover the whole due sum, the next prepayment on the client's account will be used for the rest.
4. Check and edit the amount if needed.
5. Select Apply.

If enabled in the department settings, prepayments added to a client's account in one department are also available in other departments. When a prepayment added on a different department has been used on an invoice, the payment row shows information about the internal transfer.

Viewing Prepayment Transactions

A client's prepayment transactions are listed in the Prepayments section of the Billing tab on the client page. If enabled in the department settings, prepayments added to a client's account in one department are also available in other departments. The prepayments section shows all prepayment transactions in all departments. When prepayments have been used between different departments on an invoice, the payment type of the transaction is shown as 'Internal transfer' and the description field shows information about the cross-department transfer.

You can use the filters to view all, unused, and used prepayments. To print prepayment transaction details, select the Print button at the end of the transaction row.

Prepayment statuses:

• Ready: The prepayment is ready to be used.
• Pending: A payment link has been sent to the client for an online prepayment, but the client has not yet paid the amount. Pending prepayments cannot be used or refunded.
• Fully used: The prepayment amount has been fully used.
• Failed: The payment failed or the online payment link has expired. Failed prepayments cannot be used or refunded.
• Aborted: The payment process was interrupted before the payment was finished. Aborted prepayments cannot be used or refunded.

Refunding Prepayments

For refunding prepayments to a client's Nordhealth Pay card on file, see Prepayments and Prepayment Refunds.

For refunding prepayments (deposits) to a client's payment card using the Gravity Payments integration, see Processing Deposits.

Refunding a Single Prepayment

1. Go to the Billing tab on the client's page.
2. Under Prepayments, select the i button on the prepayment row.
3. Select Refund.
4. Select a payment type and add a description if needed (may be required).
5. Check the sum and date and select Save.

Refunding Selected Prepayments

1. Go to the Billing tab on the client's page.
2. Under Prepayments, select the prepayment rows you want to refund.
3. A pop-up menu appears at the bottom of the screen. Select Actions > + Refund selected prepayments. A dialogue opens.
4. Select a payment type and add a description if needed (may be required).
5. Select Refund.

Related Settings

Settings > General > Organization > Settings

Enable cross-department prepayments: When selected, client prepayments can be used on a different department than they were received on. Note that this option should only be used if your departments belong to the same legal entity. If you are unsure, please check with your accountant or finance department before activating this feature.

Settings > General > Department > Settings

• Prevent payments to fully paid invoices: When selected, it is not possible to add overpayments to invoices. If you want it to be possible to add prepayments from invoice pages in addition to the full invoice payment, this setting must be deselected.
• Enable payment transfers to prepayments: When selected, it is possible to cancel a payment on an invoice and transfer it to the client's prepayments.
• Enable credit note transfer to prepayments: When selected, an option to transfer the credit sum to prepayments is available for credit notes.
• Allow setting prepayment transfer date: When selected, users can set the date when transferring payments from invoices and credit notes to prepayments. Note, however, that the Earliest possible date for financial events setting overrides this setting in case of a conflict.
• Enable prepayments: When selected, it is possible to add or transfer prepayments to clients' accounts.
• Allow setting prepayment date: When selected, users can set the date for prepayments when adding prepayments to clients' accounts. Note, however, that the Earliest possible date for financial events setting overrides this setting in case of a conflict.
• Require prepayment descriptions: When selected, a text description is required for prepayment transactions.
• Prepayment refund to the same date: When selected, the original prepayment transaction date is used for prepayment refunds. If not selected, the current date is used.
• Allow setting prepayment refund date: When selected, users can set the date for prepayment refunds. Note, however, that the Earliest possible date for financial events setting overrides this setting in case of a conflict.

Settings > Users > Permission groups

These settings control the availability of the prepayments functionality for user permission groups.

• Can manually set the date on a prepayment
• Can transfer payments to prepayments
• Can transfer credit note to prepayments

See Also

Prepayments and Prepayment Refunds (Nordhealth Pay)

Processing Deposits (Gravity Payments)

Credit Notes