Account Balances

Account Balances

Basic Rules of the Account Balance Feature

  1. The Ticket and Client Card > Account Balance total will display as Client Credit $X.XX or Client Owes $X.XX.
  2. The line items on the Account Balance table will display in the Accountant preferred way, using a negative to reflect a Client Credit (meaning the business owes the client money) or a positive to reflect that a Client Owes (meaning the client owes the business money). 
  3. Adding money to a client's account can be done by an Online Booking Required Deposit, a Refund performed, a Deposit added on a Ticket, a Prepayment added on a Ticket or a Received on Account added on a Ticket. 
  4. Noting a balance due to a client's account can be done by using the payment type Account Charge from a ticket. 

To Create a Balance for a Client

Example: where the client will owe the business money.
  1. Create a Ticket for the specific client
  2. Under the Payment Tab, select Account Charge
    1. The Account Charge amount will reflect as a positive number on the receipt at checkout next to "Acct Bal" and in the Client Card under the Accounts tab as an Account Charge Line Item

To Pay Down a Balance for a Client 

Example: When client is paying down on a balance where they owed the business money):
  1. Create a ticket for the specific client.
  2. Under the Other tab enter the Received On Account field, enter in the amount the client would like to pay against their balance and click Add to Ticket.
  3. Go to Payments Tab and select the Payment Type
    1. The Received on Account amount will display as a negative number line item on the Client Card > Accounts Tab > Account Balance table. The Balance will be updated to reflect the new payment.

To Apply Funds for Future Use

Example: A client would like to put $500 on their account towards future services and goods.
  1. Create a ticket for the specific client.
  2. Under the other tab enter the amount in the Prepayment or Deposit field.
    1. Prepayment is traditionally used when a full amount or general amount of money is added to the account.
    2. Deposit is traditionally used when a partial amount of a future service is being paid.
  3. Go to Payments tab and select the Payment Type. The Deposit or Prepayment amount will display as a negative number line item on the Client Card > Accounts Tab > Account Balance table. The Account Balance will be updated to reflect the new payment.
Note: Prepayments and Deposits both perform the same function, they are separated for businesses that want to differentiate between partial and full payments. 

To Apply or use a Prepayment or Deposit Amount

Example: The Client is getting a $1000 service and to schedule the time, the business required a $200 deposit. 
  1. Create a ticket for the specific client.
  2. Go to Payments and select Account Charge as the Payment Type. 
  3. The amount will reflect as a positive number on the Client Card under the Accounts tab as an Account Charge Line Item and the Account Balance will update.

Viewing a Client Account Balance

  1. Client Card > Accounts Tab > Account Balance Table 
  2. Ticket with a Client Associated > Acct Bal at the top of the receipt

Viewing all Client Account Balances & Totals

  1. Reports > Client & Appointment Reports > Account Balances Report

Negative vs. Positive Balance

Negative Account Balance - When an account balance is negative, it indicates that the client is owed money or goods from the business. 

Positve Account Balances - When an account balance is ngative, it indicates that the business is owed money from the client. 




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