If an Admin user enrolls someone, and you have a Prepayment due at enrollment, you must manually add that Prepayment to the Customer's account, either on the Account itself or on a specific Invoice. Click here to learn how to set up a Prepayment on one or more Programs.
Add Prepayment to the Account
Follow these steps to add that Prepayment.
Step 1 - Customer's Billing Page
Go to a Customer's Billing page (search for the customer in the search bar by name, email or phone).
Step 2 - Gift Cards & Prepayments
Select "Manage" under "Gift Cards & Prepayments."
Step 3 - Add New Record
Click "New record" then "Prepayment Record."
On the next screen, enter the amount then click "Submit."
The Prepayment record will appear in the "Gift Cards & Prepayments" under "History."
See this support article on how to add a Prepayment to an Invoice.
Add Prepayment to an Invoice
If you need to add a Prepayment to either a current Invoice or a future one, here's how.
Current Invoice
Follow these steps to add a Prepayment to a current Invoice:
Step 1 - Manage Credit
To reduce the Prepayment, click on "Manage" under "Gift Cards & Prepayments" on the Customer's Billing page.
Step 2 - Add a Prepayment Record
Next, click "+ New Record" and then "Prepayment record":
Step 3 - Add Amount
Enter the amount of the Prepayment, then add a hyphen, so the number is a negative amount. See note below.
IMPORTANT: Add a hyphen so that the number is a NEGATIVE amount. This way you are taking away the credit and not adding to it.
Step 4 - Edit the Invoice
Open the Invoice from one of these locations:
The Invoices page by clicking "edit"
The Customer's Billing page by clicking "Manage" then "Edit"
Step 5 - Add Credit
Click the plus button and choose "Post Credit."
Step 6 - Change the Discount Item
Change the Discount Item to your Prepayment Discount Item. If you don't have one, learn how to create a new Discount Item here. Enter the amount of the Prepayment and click Post.
Future Invoice
Follow these steps to add a Prepayment to a future Invoice:
Step 1 - Manage Credit
To reduce the Prepayment, click on "Manage" under "Gift Cards & Prepayments" on the Customer's Billing page.
Step 2 - Add a Prepayment Record
Next, click "+ New Record" and then "Prepayment record":
Step 3 - Add Amount
Enter the amount of the Prepayment, then add a hyphen, so the number is a negative amount. See note below.
IMPORTANT: Add a hyphen so that the number is a NEGATIVE amount. This way you are taking away the credit and not adding to it.
Step 4 - Edit the Payment Plan
On the Enrollee's Billing page, scroll down under "Active/Future Enrollments" to the Future Invoices and Payment Plans box. Click on the Edit button beside the Payment Plan you want to edit.
NOTE: If there is more than one Payment Plan, you will see a stepper at the top where you can scroll through the Payment Plans (E.g., "1 / 2"). Be sure you are on the correct Payment Plan before editing it.
Step 5 - Add Credit
Under "Scheduled/Installment/Subscription Payments," click the blue dollar sign beside the Charge Item (i.e., "Class Fee")
Step 6 - Change the Discount Item
Change the Discount Item to your Prepayment Discount Item. If you don't have one, learn how to create a new Discount Item here. Enter the amount of the Prepayment and click Post.
Edit the Discount name by clicking the pencil icon.
Add the amount of the Discount and click Save.
