Account Credit
From ProfitBoost Manual
Contents |
Overview
Account Credit can be used as payment on a Repair Order. It is generated automatically in PifPro when the customer is owed money, such as when an invoice is overpaid, or it can be manually issued.
Viewing Available Account Credit
To view Credit available to a customer, first find the customer's account by doing an Account Search from the Search menu. Then select Statement from the list on the left. Finally, select Unused Credits from the top of the screen.
Note that only fully or partially unused account credit will show up on this list. If a previous credit has been fully used as payment or refunded to the customer, it will not be displayed here.
Creating Account Credit
There are 3 different ways Account Credit is created in PifPro:
Manual Issue
To Manually issue Account Credit, first view the available credit as described above. Then, click on Issue Credit at the top of the popup window.
Enter the desired amount and the date the credit will be posted. Then, under notes, enter a description for the Account Credit (i.e. "Bad Debt"). Note that this description will show up on the customer's printed statement. Finally, select the desired Department to post the credit to, and push Save Record.
Prepayment/Payment on Unfinalized RO
If payment is recieved on an RO prior to it being finalized, the payment will automatically generate Account Credit for the customer.
The Payment method and Check#/Type of the payment will be visible in the Credit ledger line in the Customer's Account Statement. Viewing this credit will reveal notes as to the credit's origin in the internal notes field.
Finalizing a negative RO
Finalizing a Repair Order with a negative balance will generate account credit for the customer on the RO.
To create Account credit from a negative invoice, finalize the RO as normal. You will be informed that continuing to finalize will generate account credit. Finally, after clicking Continue you will be asked what to do with the newly created credit:
- Use on Existing Invoice: Click this button to be taken to the Account Payment screen, where you can use this Credit to pay off any existing outstanding Invoices on the account.
- Issue Refund: Click this button to be taken to procede to refund the credit to the customer.
- Save as Unused Credit: Click this button to use the credit as payment or refund it at a later date.
Using Account Credit as payment on ROs
To use Account Credit as payment on an RO, first finalize the RO. NOTE: Account credit cannot be used as payment on Unfinalized RO's.
Next, select Account Credit from the list of Payment Methods. Clicking Continue will allow you to select a Credit for use as payment.
The next screen shows you more details about the Credit you have selected. This will allow you to review the Notes and other details before proceding. To step back and select a different credit, click Change. Click Continue to procede.
Finally, Click Record Payment.
You will notice that the payment method listed in the RO Statement (as well as the Account Statement) denotes that it was made with Credit, as well as shows the original payment method and check#/type.
Refunding Account Credit
To refund the remaining portion of Account Credit to a customer, first view the available credit as described above. Then click Issue Refund at the top of the popup window.
Next, you will be presented with a list of Credits available for refund. Select one or more credits from the list and click Continue to procede.
Finally, select the form of payment the refund will be returned to the customer as from the list of Payment Methods and click Issue Refund.
