Overview
Redpoint allows customers to make prepayments to their accounts, which can be applied toward future billing. These prepayments may include gift cards or direct payments made in advance to cover upcoming charges.
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.
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.
- 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.
*For billed memberships, add the contact holder to ensure the payment applies towards future billing.
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 Unapplied Payment until fully applied to one or more Related Invoices.
NOTE: if prepayment was made with a gift card, there is no unapplied payment - there is a credit invoice on the invoices tab.
The same information can be viewed from the Front Desk Module in the POS History and Find Transactions sections. Next, 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.
"Move" the Payment to a different customer
If an advance payment was made to the wrong customer, you can do the following to effectively move the credit balance to another customer (ie, from an enrollment to the contract holder so it correctly applied to billing):
Advanced Payment made with Gift Card
Make a Payment made with a gift card placed a credit invoice on the customer's Invoices tab.
1. Void the credit invoice to put the funds back onto the gift card, then
2. use the original gift card ( number shown in the credit invoice) to Make a Payment to the correct customer.
Advanced Payment made with Cash, Card, etc (not gift card)
Make a Payment made with everything else except gift cards creates an Unapplied Payment on the customer's Payments tab - there is NO invoice created.
To "move the unapplied payment USING A GIFT CARD, you can do the following
1. On the customer with the credit, add them to the POS cart, add the Gift Card Product, make up a number and "sell" the gift card using the existing credit (transaction will net to $0).
2. On the customer that should have the credit, add them to the POS cart and click Make A Payment (cart must be empty). Set the amount and then tender and pay with the gift card you made in step 1.
3. Check the account of the person that should have the credit and make sure you see it there correctly.
To "move" the unapplied payment USING CASH, you can do the following:
1. On the customer with the credit, Make a Payment in the negative amount, and refund to cash. This will cancel out the credit balance on their account.
2. On the customer that should have the unapplied payment, Make a Payment in the correct + amount and pay for it with cash
3. the cash refund (from the negative make a payment and cash sale will net to 0