Taking a Prepayment (When a client has open invoices )
Clients may want to prepay for services before you have scheduled an appointment with them. To accommodate this scenario, any prepayments you take will be stored as account credit on the client's ledger. These account credits can then be applied to future invoices after you have rendered services. Follow these steps below to record a prepayment from your client.
Important:A prepayment can be recorded if the client has no open invoices as well as when there are current open invoices. The procedure for recording a prepayment is slightly different for each of these scenarios. This article will explain how to take prepayment when the client currently has existing open invoices.
1. Getting Started
To take a prepayment, navigate to the client record and locate the ledger tab.
2. Accept the client prepayment
Use the 'Accept Payment' option found in the ledger action button dropdown menu or the 'Pay Invoice' option found in the invoice actions dropdown. This will redirect you to the invoice payment form.
3. Enter prepayment details
When the client has existing open invoices, Therapyzen will automatically assume you are wanting to apply a payment to the invoice. To avoid applying your prepayment to an existing invoice, follow the steps below:
- Select your payment method and enter the prepayment amount on the Payment Information form.
Uncheck the 'Apply Payment to Invoice(s)' checkbox to designate this transaction as a prepayment. This will hide any open invoices so you may store this payment as an Account Credit.
After unchecking this checkbox, the Open Invoices section will be hidden and the Payment Information form will change to the Create Account Credit form.
Click Save Payment to complete your transaction.
4. Verify and review your prepayment
After saving the client prepayment, the Account Credit total at the top of the client ledger will be adjusted to show the prepayment has been added. If account credit already existed, the total will reflect the new total. Any open invoices will remain open until a payment or account credit has been applied.