18.9.1.1. Converting Deposits into Donations

*THE BIG WHAT
An unused or forfeited deposit can be converted into a donation. This action may be necessary in cases where a client no-shows, provides a short notice cancelation, or services are not performed at the appointment and the visit is overpaid.

Repurposing a Deposit into a Donation

In this action, the deposit no longer goes towards services/products for an appointment. The deposit is forfeited and becomes a donation.
In order to move these funds to a donation, you must have a pre-paid funding partnership created. A generic Donations pot or one titled No Show Deposits will be where these forfeited funds are placed. If you do not already have a fund created for these forfeits to be placed, follow the simple steps in section Funding Partnerships.

!It is a common misconception that when a client cancels or no shows that the services must be edited (removed or zeroed out.) Staff should NOT change the services listed in the appointment or decline a surgery. Please go straight to the deposit and repurpose without changing services or prices.

Locate the deposit payment.
Click the Action > Repurpose payment.
From the pop-up, choose Donation as the repurposed option.
Select the donation pot (“Choose fund”) the money should be placed in.

Convert a deposit to donation by "repurposing"

Detailed Steps to convert Deposits into Donations:

Method 1: Deposit Page

1. Go to Clients,
2. On the left panel Deposits.
   All current deposits will be listed. You can sort the information by clicking on the column header. Such as Last Name sort A-Z or Z-A. Or sort by Appointment Date.
3. Once the client and animal have been located, click the Action > Repurpose Payment
4. From the pop-up, choose Donation as the repurposed option.
5. Select the donation pot (“Choose fund”) the money should be placed in.
6. Click the red Repurpose Payment button.
   
   Clients > Deposits page
   
   

Method 2: Edit Appointment

1. Click on the Jumbo menu (four squares next to Chat)
2. Go to Appointment Changes.
3. Select the date of the scheduled appointment.
4. Locate the appointment and choose Edit
5. Once in the appointment’s checkout area, click on the Financial tab.
6. Next to the green payment details, click (Edit Payments)
7. From the pop-up, choose Donation as the repurposed option.
8. Select the donation pot (“Choose fund”) the money should be placed in.
9. Click the red Repurpose Payment button.
   
   Edit Payment to access the payment's Action menu.
   
   

Method 3: Client Profile

1. Go to Clients > Search Clients/Animals
2. Enter the client’s name or phone number and click Search.
3. From the results list, click View.
4. Once in the Client Profile, click on the Payments tab.
5. From the transactions labeled as Deposit, click View Details
6. Click the Action > Repurpose payment.
7. From the pop-up, choose Donation as the repurposed option.
8. Select the donation pot (“Choose fund”) the money should be placed in.
9. Click the red Repurpose Payment button.
   
   Manage deposits from the Client Profile
   
   

Understanding the core steps, this action can be performed anywhere the deposit is displayed.
Here are some of the common places to locate the deposit and perform the repurpose action.

1. Clients > Deposits > Action
2. Clients > Search Clients/Animals > View (Client Profile) > Payments > View Details > Action
3. Appointment Changes > Edit appointment > Financial tab > Edit Payments > Action
4. Accounting > Reconciliation > Search Date > View Details > Action