Customers can make prepayments to their accounts that can be applied to future billing. Some examples include a gift card or direct payments in advance to be used toward future billing.
Any staff member can make a payment towards any customer account—there is no way to restrict which staff can take a prepayment or which customers can do this.
For those making monthly dues prepayments, use the Preview Dues button on their contract to view their standard monthly billing amount with tax and any additional fees shown. NOTE: This button does NOT factor in upcoming status changes.
Instructions
- From Point of Sale, add the customer* that should hold the payment credit. With the cart empty, the Pay Now button will change to Make Account Payment once a customer is added to the transaction.
*For billed memberships, add the contact holder to ensure the payment applies towards future billing.
- Enter the payment amount to be added to their account. Click OK.
- Collect payment in the Tender window using the Gift Card, cash, credit, etc.
If the customer has any unpaid invoices, you can make a partial payment towards the invoices due by deselecting the invoices in the cart, clicking Make a Payment, and completing that payment.
Pre-Payments made when the customer has unpaid invoices will AUTOMATICALLY APPLY to the open invoices on an account.
View the Pre-Payment
The payment can be seen on the customer’s record under the Payments tab.
The status is Open until fully applied to one or more Related Invoices.
The same information can be viewed from the Front Desk Module in the POS History and Find Transactions sections, then go to the Payments tab to find the Open payment.
Below the Payment Details section is the Related Invoices section which will show any invoice(s) this payment is applied to.