Enter a prepayment or leave a credit on an account

You can accept prepayments or deposits against future products or services.  

When there is at least one unpaid invoice on the client account, you can apply the prepayment to pay the invoice. If the prepayment is greater than the final invoice total, you can leave a credit on the client account when you allocate the prepayment to the invoice.

To learn how to leave a credit on a client account from an overpayment on one or more invoices, see Take a payment.

Click a topic to jump to that section in this article:
Create a prepayment with IDEXX Payments
Create a prepayment with CareCredit Integrated payments
Create a prepayment with a manual payment method
View the prepayment in the client Financial Activity tab
Apply the prepayment to one or more invoices

Create a prepayment with IDEXX Payments

Prerequisites: Your company must have an IDEXX Payments integration.

1. Search for and select the client. 
2. On the client record, click  Collect Payment. 
3. Click Create Prepayment. 
4. From the Method dropdown, confirm IDEXX Payments is selected.
5. In the Amount box, enter the amount tendered. 
6. Optional. Enter a payment reference.
7. Optional. Add a note explaining the reason for the prepayment. 
8. Click Pay. The IDEXX Payments window will open.
9. Select how you want to process the prepayment and complete any additional details.
   Note: Available options will vary by client based on whether they have a card on file. For more information: 
   • If you are taking a device payment, see Take a payment.
   • If you are sending an online payment request link, see Send and manage online payment links. 
10. When the prepayment is approved, click the X in the upper-right corner to close the window.

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Create a prepayment with CareCredit Integrated payments

Prerequisites: Your company must have an integration with CareCredit Integrated payments.

1. Search for and select the client. 
2. On the client record, click  Collect Payment. 
3. Click  Create Prepayment. 
4. From the Method dropdown, select CareCredit Integrated.
5. For manual payment methods. Review or update the date, if needed.
6. In the Amount box, enter the amount tendered. 
7. Optional. Enter a payment reference.
8. Optional. Add a note explaining the reason for the prepayment. 
9. Click Pay. The CareCredit Purchasing window will open.
10. Select how you want to process the prepayment and complete any additional details. For more information:
    • If you are taking a device payment, see Take a payment.
    • If you are sending an online payment request link, see Send and manage online payment links. 

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Create a prepayment with a manual payment method

1. Search for and select the client. 
2. On the client record, click  Collect Payment. 
3. Click  Create Prepayment. 
4. Review or update the date, if needed. 
5. From the Method dropdown, review or update the payment method, as needed.
6. In the Amount box, enter the amount tendered. 
7. Enter a payment reference, if needed. 
8. Add a note explaining the reason for the prepayment. 
9. Click Pay. 

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View the prepayment in the client Financial Activity tab

To view the prepayment on the client account, click the client's name at the top of the page to view their record. Then click the Financial Activity tab. You will see three transactions recorded for the prepayment.

1. Invoice
2. Payment
3. Credit Invoice

Together, these transactions let you:

• Initially save the payment as a credit on the client record.
• Apply the credit to future invoices.
• Delete the payment, if needed.

To learn more about the Financial Activity tab, see Review client account history.

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Apply the prepayment to one or more invoices

Even when a client balance is 0.00 (zero), prepayments or other credits must be applied to unpaid or partly paid invoice(s) to consider the invoices paid and avoid unnecessary finance charges at the end of month. 

1. When you are ready to apply the credit on the account to an invoice, click Collect Payment, and then select the credit and the invoice it should apply to. Then click Pay or Refund  on the Outstanding Invoices window.
2. In the Give Refund window, review the amount to be refunded. If the credit amount is greater than the invoice amount, and you can choose to leave a full or partial credit on the client's account.
   • To leave the full credit, select the Credit Account checkbox.
   • To leave a partial credit, enter the amount you are refunding to the client in the Amount box. This amount will automatically be deducted from the remaining credit to be left on the account.
3. Click Give Refund. 

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