This article explains how to apply an available prepayment (also referred to as a deposit or credit amount) to unpaid invoices. You can apply a prepayment from the client page (including multiple invoices at once) or from an invoice page. Note that the Use prepayment action is available only when the client has a positive prepayment balance.
Option A: Use one prepayment for multiple invoices at once
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Go to the client page and select the Billing tab.
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In the Prepayments section, find the prepayment you want to use and click the button with three dots and select Use prepayment from the drop-down menu.
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The Use prepayment dialogue opens, displaying a list of up to six of the most recent unpaid, finalised invoices for the client.
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To view all invoice items, select the arrow next to each invoice to expand and show all invoice items. The price of each item is presented on the item row.
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In the Use prepayment column, enter the amount you want to apply to each invoice (up to the invoice amount due and within the Unused prepayment balance). The summary in the lower right updates as you enter amounts, showing Left to use and Prepayment used.
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Review the amounts and select Confirm to post the payments.
Notes:
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A single prepayment can be used to cover multiple invoices in one action.
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If the prepayment amount does not fully cover all selected invoices, only the entered partial amounts will be applied up to the available balance.
Option B: Use a prepayment for one invoice (Invoices section)
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Go to the client page and select the Billing tab.
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Find the invoice in the Invoices section.
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Select the Use prepayment button. This button is only available if the client has a prepayment balance.
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Complete the prepayment application (see Complete the prepayment application).
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Open the invoice page.
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Scroll to the Payments section.
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Select + Use prepayment.
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Complete the prepayment application (see below).
When you have selected the use prepayment option from invoice or client´s page, complete the prepayment use:
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From the Select which prepayment to use first drop-down list, select the prepayment you wish to use.
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If the selected prepayment does not cover the full due amount, the next available prepayment on the client's account will be used for the remainder (single invoice).
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Check and edit the amount to be applied, if needed.
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If the selected prepayment does not cover the full due amount on an invoice, the remaining unpaid amount will stay outstanding.
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Select Apply.
Cross-location prepayments
If cross-location prepayments are enabled, using a prepayment added at another clinic location will create an internal transfer entry on the payment row to show the movement between locations.
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