It is possible to add a Pre-payment to a Service Event (appointment) in Penelope. This is useful if a deposit is taken for a Service Event or a part payment is taken at the time of booking. For a Pre-payment to be taken the Service Event must have at least one Cart Item.
How to Add a New Payment
The New Payment option is used when you are not using a credit card gateway to take the payment in Penelope (e.g. cash, cheque, voucher, off-line card payments etc).
Navigate to the Service Event you would like to add the Pre-Payment to.
Click Pre-payment located in the Links sidebar.
Choose New Payment as the Payment Method.
Check Print Receipt if required.
Select an Individual for Pre-Payment For.
Select a Reason.
Enter a Transaction Date.
Enter a Check No if required.
Enter a Description if required.
Select a Received by Site if different from the default.
Select a Add to Deposit if required.
Click the plus (+) icon under Applied to add the full amount of the Service Unit as Pre-payment or enter the amount of the pre-payment against the Service Unit line if not the full amount.
Click Save.
Once the Attendance has been marked, you will need to either Quick Pay the Service Event for the remaining balance or if the Pre-payment was for the full amount, click Invoice this event located in the Links sidebar and the invoice will be created and marked as paid.
How to Add an Existing Payment
The Existing Payment option allows you to assign an unassigned payment to a Service Event. This payment may have been added directly into the Individual’s account or using the Record Payment options located in the Service Event (Links sidebar).
Navigate to the Service Event you would like to add the Pre-Payment to.
Click Pre-payment located in the Links sidebar.
Choose Existing Payment as the Payment Method.
Select the Receipt (e.g. the payment) you would like to assign to this Service Event.
Check Print Receipt if required.
Select an Individual for Pre-Payment For.
Click the plus (+) icon under Applied to add the full amount of the Receipt as Pre-payment or enter the amount against the Service Unit line if not the full amount of the selected Receipt.
Click Save.
Once the Attendance has been marked, you will need to either Quick Pay the Service Event for the remaining balance or if the Pre-payment was for the full amount, click Invoice this event located in the Links sidebar and the invoice will be created and marked as paid.
Useful Information
A Pre-payment creates a payment and assigns the payment to the Service Event prior to an invoice being generated. A Record Payment creates a payment and assigns it to the Individual’s (client’s) account but does not assign the payment to a particular Service Event.