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Adding a Prepayment Amount

Creating a Prepayment from a Credit Note

Using Prepayment Balances

Reviewing Prepayment Transactions

Refunding a Prepayment

Customisation Options

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 against the client's account or transferred from a credit note.

Adding a Prepayment Amount

Adding a Prepayment from the Client Page

This workflow is setting dependent. Department setting 'Enable prepayments' must be enabled.

1. Access the client's page and select the 'Prepayment' or equivalent button located under the client's information.
2. Complete informational fields and select 'Save' once all information has been completed.

Adding a Prepayment from the Invoice Page

This workflow is most commonly used when a client wishes to leave a prepayment in addition to providing payment towards a finalized invoiced at the end of a consultation visit.

1. Access the finalized invoice page and select the '+payment' button
2. Enter the total payment amount received, including the prepayment amount
3. Complete payment details and workflow as usual
4. Select the 'transfer to prepayments' button to transfer the prepayment balance to the client's account

Creating a Prepayment from a Credit Note

Once a credit note has been finalized, a sum to be credited will appear. This balance can be transferred as a prepayment to a client's account for future use.

1. Finalize the credit note
2. Select the 'transfer to prepayments' button now available under Payments
3. Complete transfer confirmation details and select 'verify transfer to prepayments'
4. Select 'Confirm' once all transfer details have been reviewed for accuracy
5. The credit amount is now transferred as a prepayment balance to the client's account

Using Prepayment Balances

Using a Prepayment Balance from the Client Page

1. Access the client page and locate the invoice section and the invoice requiring payment
2. Select the 'use prepayment' button located at the end of the invoice row
3. Complete the confirmation prompt and select 'Apply' once all information has been reviewed for accuracy

Using a Prepayment Balance from the Invoice Page

When a prepayment balance is available for use, the '+Payment' button on an invoice page will be transferred into 'use prepayment' as a default suggestion.

1. Access the finalized invoice and locate the 'use prepayment' icon available within the Payments section
2. Select the 'use prepayment' button
3. Complete the confirmation prompt and select 'Apply' once all information has been reviewed for accuracy

Reviewing Prepayment Transactions

Prepayment transactions are visible directly from the client page. Three filter selections are available: All / Unused / Used.

Prepayment transaction details can be printed by selecting the 'Print' icon located at the end of the transaction row.

Refunding a Prepayment

1. Access the Prepayment section of a client's page and select the 'i' button at the end of the prepayment row which requires refunding
2. Select the 'Refund' button within the prepayment informational prompt
3. Complete informational fields and select 'Save' once all fields have been complete

Customisation Options

All the below settings can be found by following Settings > Department Settings

Allow setting prepayment transfer date - This setting when enabled allows the user to define the date which the prepayment is logged as transferred to the client's account.

Allow setting prepayment date - This setting when enabled allows the user to define the day which the prepayment is logged as added against the client's account.

Require prepayment descriptions - This setting when enabled requires a text description be provided against any prepayment transaction.

Prepayment refund to the same date - This setting when enabled will by default date a prepayment refund to the same date as the original transaction.

Allow setting prepayment refund date - This setting when enabled will allow the user to set the date which the prepayment refund is logged as.