Customer Pre-Paid Credit

Customer Pre-Paid Credit


Setting up a customer with Pre-paid Credit gives you the flexibility to invoice your customer ahead of time. This in turn gives your customer the options to pay for a job by using the Pre-Paid Credit or by paying for or part of the quote via credit card.

Info

To use Pre-Paid Credit please talk with your printIQ contact to assist in getting this set up.


Initial Setup

To set this up we will need to address the following steps:

  1. There is no user-facing setting to enable Pre-Paid Credit. Your printIQ specialist will manage all required setup tasks on your behalf.
  1. General Ledger Account Codes that have been loaded. You will need to have a General Ledger Code set up that is connected to a tax type of ‘ZERO’.
  2. Activating the ‘Pre-Paid Credit’ function on the payment gateway screen
  1. Once activating the Credit Term ‘Pre-Paid Credit’, this will allow you to have access to setting the credit term on your Customer. You can change this in your Customer Detail screen as seen below.


    2. Adding Credit to a Customer Account

Once the above is set up you will need to apply the credit. By Clicking on the above ‘Credit’ button you will be prompted to Add Credit to the Pre-Paid Balance. This will provide you with a pop up to do this
as below.


    Credit Options: Immediate vs. Deferred

  1. When you create a credit, you have two ways of creating this for you.
  1. First is to create the Credit Immediately.  This will create an Approved invoice that will need to be sent to your Customer for payment. However, the credit will be available to use immediately.







  2. The second option is to not Credit Immediately. This will create a Draft Invoice and direct you the invoice screen to proceed with sending the invoice out to your Customer for payment prior to the credit being applied to the Account.

     

    Once the payment is made and the invoice is marked as paid then the credit for $1,500.00 will be added to the account and a payment record will be added to the invoice.


Notes
Note: You can also do the above for a Refund if you need to. This will do the same steps as above however it will make a Credit Note to be sent out to your client.
By doing a refund printIQ will create a ‘Credit Note’ that will need to be sent off to you client and through to your Accounts package.



Notes
A History record is added against the customer for the above transactions.



Using the Pre-Paid Credit 

After all the above setup is complete, you are now able to use the Pre-Paid Credit.  To start you will create a quote and accept as usual.  You will see that the payment terms on the Quotes Details Screen will state ‘Pre-Paid Credit’. Click ‘Complete Order’ and move forward to the payment screen.





Once you have reached the Payment screen, you will see an option for ‘Credit’. Click on this field to display the below options.

Notes
Note: There is no setting for you to enable the 'Credit' option. This must be enabled by printIQ staff.




In the above screen you can see the amount of credit that is remaining and the amount to be deducted. You have the option at a customer lever to set them up to be able to use partial payments. This will allow them to use some of the credit against the current order and pay by credit card/cash/bank transfer or cheque (check) if you so desire. Otherwise you can set the customer up to only pay in full using the credit.


Once you click ‘Proceed’ you can carry on as per usual with creating your order.  You will see at the invoice stage of the order that a Credit Invoice has been created and the amount has been removed from the Customers Credit limit


 




When Credit is Insufficient

When you do a quote that is worth more than the amount left in the credit you will have a message pop up on screen on the payment window stating that “You have insufficient funds to complete this transaction, the remainder of your balance will be used and the rest will be settled with a credit card payment.”




Once you click proceed it will pop you over to the ‘Credit Card’ tab to pay for the rest of the order.



And you can see that the invoice for this order has used the remaining credit and taken the payment for the remaining amount with the Credit Card transaction.




After Credit is Exhausted

After all the Pre-Paid Credit has been used you will need to arrange more credit for your client or adjust the Credit terms on the Customer back to standard terms.