Credit allocation may be needed when a client pays upfront for a multi-session package, with partial credit applied as sessions occur, for example. Or when a refund is requested after paying for a product or event. We'll walk you through how to deal with these type of scenarios.
If your client has paid, void the invoice to convert the payment into a credit, then cancel the credit with a negative payment. This will maintain accurate records for both the payment and the refund. You should have two payments: one positive for the original transaction and one negative for the refund.
Follow these steps:
1. If the client's payment did not automatically reconcile to the clients account, manually capture the payment by going to Accounts > Payments and clicking '+ Create a payment', fill in the fields and click 'Save'
2. Next, create an invoice for the funds received via the client profile
3. Navigate to the captured payment via the 'Accounts' tab and click on it
3. Now, click the 'Add invoice' button and find the relevant invoice - select to apply it to the payment and enter the amount paid
4. To turn the payment into credit, go back to the invoice and mark the 'Paid' invoice as 'Void'
You should have two payments: one positive for the original transaction and one negative for the refund. The refund is the negative payment (credit).
Follow these steps:
1. To refund your client, add a negative payment that matches the original payment, using the chosen refund payment method
2. Click 'Save' and that's it!
Your statement will reflect the refund as in the image below:
If your client wishes to keep their credit to use another time, here's how to handle the account:
Follow these steps:
1. First, void the invoice in Accounts > Invoices and click 'Save' to turn the payment into credit which can be used later
2. The credit will stay in their account until allocated to a new invoice at a later stage
What if a patient pays upfront for a service package and partial credit needs to be applied?
As they attend each session, you’ll have to allocate partial credit to their invoices, until their credit runs out and the package service is .
Follow these steps:
1. Make sure the payment is captured for the package, by auto-reconciliation or manual capturing
2. Once a service has been rendered, an invoice needs to be issued. This needs to be done after every session as part of the purchased package
The video below shows how to allocate partial credit to an invoice as per the above example: