If any of your clients have a negative balance on their account, you can clear the account balance at any time by making a payment. If any of your clients have an incorrect balance on their account, you can adjust their account balance by either crediting or debiting their account. Crediting or debiting an account balance does not require the use of a payment method.
For more information, see Account balance overview.
NoteStaff members can only modify a client’s account balance if the appropriate staff role permissions are set.
NoteStaff members with the appropriate staff permissions can make account payments but the payment revenue will be associated to the client’s home location.
NoteIf the payments of the client you want to credit, debit, or make a payment for are assigned to another client who is linked to the client by a relationship, the linked client’s account will receive the credit, debit, or payment. To credit, debit, or make a payment to the client’s account balance and not the account balance of the client who is paying for them, you must remove the payable relationship between the clients. For more information, see Troubleshooting: Cannot credit, debit, or make a payment to the account balance of a client whose payments are assigned to another client.
In this article:
To clear a client’s account balance:
- On the Top Nav Bar, click the Search button
, and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID. - In the list of clients displayed, click the client’s name.
- On the side menu, click Account.
- On the Account menu, click Billing and Account Balance.
- Under Account Balance, click MAKE A PAYMENT.
- Under DEBIT AMOUNT, enter the amount being paid. By default, the amount entered here will equal the client’s account balance.
- Select the payment method that you want to use to clear the client’s account balance. Enter any necessary payment information.
- If you select Virtual Terminal and select a saved credit card, you can make the payment in installments through a payment plan:
- Set the Apply payment plan option to ON.
- Under PAYMENT PLAN, select the number of payments you want the debit amount divided into.
- Under REPEAT EVERY, select how often you want payments to occur.
- Under START, select when you want the payments to begin.
- If you select Virtual Terminal and select a saved credit card, you can make the payment in installments through a payment plan:
- Click COMPLETE.
- To generate a receipt, select one of the following options:
- Click Email Receipt to send an email receipt to the client’s associated email.
- Click Print Receipt to print a receipt from your computer.
- Click Receipt Printer to print a receipt from a receipt printer.
- To generate a receipt, select one of the following options:
To credit or debit a client’s account balance:
- On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
- In the list of clients displayed, click the client’s name.
- On the side menu, click Account.
- On the Account menu, click Billing and Account Balance.
- To add a positive amount to the client’s account balance:
- Under Account Balance, click + CREDIT.
- Under CREDIT AMOUNT, enter the amount you want to credit the account.
- Under NOTE, add a note to the transaction if necessary
- Click CREDIT ACCOUNT. The transaction is complete
- To add a negative amount to the client’s account balance:
- Under Account Balance, click – DEBIT.
- Under DEBIT AMOUNT, enter the amount you want to debit the account.
- Under NOTE, add a note to the transaction if necessary
- Click DEBIT ACCOUNT. The transaction is complete
