Working with credits

Working with credits

Credits are monies the practice owes a client.  Credits can be created in several ways - manually from the Billing dashboard, manually from an invoice, as part of a return, and as a result of an overpayment.

Creating Credits

To create a credit from the Billing dashboard:
  1. Click on Billing
  2. Click on "credits" and select "new credit"
  3. Complete the form that appears
A credit that is created from the Billing dashboard will be available for use on any open or locked invoice for that client.

To create a credit from an invoice:
  1. Navigate to the applicable invoice
  2. Click on "credits" and select "new credit"
  3. Complete the form that appears
A credit that is created from an invoice will be applied to that invoice by default, but can be unapplied if needed (see below).

To create a credit from a return, select the option to create a credit when posting the return.  For more information about returns, please see working with returns.


Applying Credits

Applying a credit to an invoice will reduce the amount the client owes on that invoice by the value of the credit.  Credits can be applied directly in an invoice, or when checking out an appointment.  Remember, a credit that was created in an invoice will be automatically apply to that invoice.

To apply a credit to an invoice:
  1. Navigate to the applicable invoice
  2. Click on "credits" and select "view credits"
  3. Click on the green checkmark icon
When checking out an appointment, the client's available credits will automatically be displayed in the "credits" field.  For more information about checking out, please see checking in and checking out appointments.

Editing Credits

Credits can be edited from the Billing dashboard or from the client's profile.

To edit a credit from the Billing dashboard:
  1. Click on Billing
  2. Click on "credits" and select "view credits"
  3. Click on the gear icon for the applicable credit and select "edit credit"
  4. Make the desired changes and click "save"
To edit a credit from the client's profile:
  1. Navigate to the client's profile (see finding clients for more information on how to find a client)
  2. Click on "billing" and select "view credits"
  3. Click on the gear icon for the applicable credit and select "edit credit"
  4. Make the desired changes and click "save"

Deleting Credits

Credits can be deleted from the Billing dashboard or the client's profile.

To delete a credit:
  1. Navigate to the applicable credit (i.e., the Billing dashboard or the client's profile)
  2. Click on the gear icon for that credit and select "delete credit"
  3. Confirm your intent to delete the credit
Credits that are partially applied, or that were created as part of an overpayment cannot be deleted.  To delete these credits you must first unapply the credit or edit the original payment.


Converting Credits to Refunds

In the event you decide to refund the amount of a credit to the client, you may do so from the Billing dashboard or the client's profile.

To convert a credit to a refund:
  1. Navigate to the applicable credit (i.e, the Billing dashboard or the client's profile)
  2. Click on the gear icon for that credit and select "convert to refund"
  3. Complete the form that appears and click "save"

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