18.7. Client Credits

A Client Credit is money credited to the client’s profile from a previous payment where the money collected was not used. The overpaid amount is converted to a client credit for later use.

View Available Client Credits

Public Client Credits:
Go to Accounting > (Public) Credit Balances
If a public client has an available credit, this amount will also appear while scheduling the existing client for a new appointment.

Available Public Client Credits

Volume Client Credits:
Go to Accounting > (Volume) Summary

Available Volume Client Credit Balance

Using Client Credits

Volume Client Credits

If the Volume Client has an available client credit, you must generate their invoice first.
Then, apply the client credit to the invoice as a form of Payment. Read how to apply payment for a VC HERE.

Public Client Credits

A client credit is applied like any other form of payment. If there is an available client credit, it will be displayed in the payment types alongside cash, check, and credit card.
Select the client credit as the form of payment.
Make Payment will draw money out of the available balance.

Make Payment using Client Credit

Important: Client credits CANNOT be transferred to a different client. The available credit can only be used by the original client the payment was from.

Converting Client Credits to Donation

In the attempt to repurpose the client credit into a donation, you may encounter an error message that the “payment cannot be found.” This is because a donation must be real money in the form of cash, check, or credit card. To convert a client credit to a donation you first have to remove the credit that was created. Undoing the client credit that was made will create an overpayment. Then repurpose the overpayment to a donation.

To do this follow these steps:

1. Find the client in Search Clients/Animals.
2. Go to the Payments tab of the client profile and remove the credit. Use the “View details” to make changes and undo/delete the credit created.
3. Edit original payment the client credit had been created from and Repurpose it as a donation.
   

If the financials are part of a current appointment, you can edit the appointment and complete this same process.
Edit payments, undo the client credit, and then repurpose the original payment into a donation.

Refunding Client Credits

Volume Clients

1. To refund a client credit, go to Search Clients/Animals.
2. Change the parameter to volume clients, search for the organization’s profile, and click View.
3. Go to the tab for Payments.
4. Locate the original payment the client credit was created from and View Details.
5. Choose Action > Refund Payment.
6. In the refund options, select Partial Refund and select the client credit from the details listed.
7. Complete the transaction by choosing the payment method and amount.
   
   Under Profile Payments, view details to complete refund action for the client credit.
   
   
   Choose Partial Refund and select the credit.