When an Admin enrolls a customer and a prepayment is due at enrollment, that prepayment must be added to the customer's account manually — either on the account itself or on a specific invoice. If you haven't set one up yet, learn how to set up a prepayment on one or more programs.
Add a Prepayment to the Account
Follow these steps to add a prepayment directly to a customer's account.
Step 1 — Go to the Customer's Billing Page
Go to a customer's Billing page by searching for them in the search bar by name, email, or phone.
Step 2 — Open Gift Cards & Prepayments
Select Manage under Gift Cards & Prepayments.
Step 3 — Add a New Prepayment Record
Click New record, then select Prepayment record.
On the next screen, enter the amount and click Submit.
The record will now appear under Gift Cards & Prepayments in the History list.
Add a Prepayment to an Invoice
If you need to add a prepayment to a current invoice or a future invoice, follow the steps below.
Current Invoice — Adding a Prepayment
Follow these steps to add a prepayment to a current invoice.
Step 1 — Manage the Credit
Click Manage under Gift Cards & Prepayments on the customer's Billing page to reduce the prepayment.
Step 2 — Add a Prepayment Record
Click + New Record, then select Prepayment record.
Step 3 — Enter the Amount
Enter the prepayment amount, then add a hyphen so the number is negative.
IMPORTANT — Add a hyphen so the number is a negative amount. This way you're taking away the credit instead of adding to it.
Step 4 — Edit the Invoice
Open the invoice from either location:
The Invoices page by clicking Edit
The customer's Billing page by clicking Manage, then Edit
Step 5 — Add the Credit
Click the plus button and choose Post Credit.
Step 6 — Change the Discount Item
Change the Discount field to your prepayment discount item (learn how to create a new discount item if you don't have one yet). Enter the prepayment amount and click Post.
Future Invoice — Adding a Prepayment
Follow these steps to add a prepayment to a future invoice.
Step 1 — Manage the Credit
Click Manage under Gift Cards & Prepayments on the customer's Billing page to reduce the prepayment.
Step 2 — Add a Prepayment Record
Click + New Record, then select Prepayment record.
Step 3 — Enter the Amount
Enter the prepayment amount, then add a hyphen so the number is negative.
IMPORTANT — Add a hyphen so the number is a negative amount. This way you're taking away the credit instead of adding to it.
Step 4 — Edit the Payment Plan
On the enrollee's Billing page, scroll to Active/Future Enrollments, find the Future Invoices and Payment Plans box, and click Edit beside the payment plan you want to update.
NOTE: If there is more than one payment plan, use the stepper at the top (for example, 1/2) to scroll through and confirm you're on the correct plan before editing.
Step 5 — Add the Credit
Under Scheduled/Installment/Subscription Payments, click the blue dollar sign beside the charge item (for example, Class Fee).
Step 6 — Change the Discount Item
Change the Discount field to your prepayment discount item (learn how to create a new discount item if you don't have one yet). Enter the prepayment amount and click Post. Edit the discount name by clicking the pencil icon.
Add the discount amount and click Save.
