To properly handle prepay customers in CLIPitc, you will need to set up both Payments and Jobs, for these customers. The payment amount is debited and then credited to the customers account, so the payment is settled apart from the job activity. The jobs are recorded as activity on the account, to keep track of scheduling and tracking the number of visits, but they do not generate a charge.
How to Handle Payment
First you will need to calculate the full price of the prepaid service. You can use the following formula to calculate the total amount of the charge.
number of visits x price per visit = total amount to charge
28 visits x $50.00 per visit = $1400.00 total charge
Next, you will need to enter a debit for the total amount of the completed service, also enter a description that you will easily understand should you ever need to go back and review it at a later date, for example "Pre-Pay for full year" or something similar. Then enter the customers payment as a credit for the full amount of the yearly service. Go to the Invoice or QuickBooks tab, (you will have one or the other of these tabs at the top) then go to Additional Charges.
In the program, when you record the debit, it should look something like this image. Be sure to hit the process button, after you have entered all of the information and verified that it is correct.
Once you have entered the debit for the full price of the service, you will need to enter a credit for the same amount. This will set the customer's account balance to zero. This way, you can do additional work for the customer, without confusing balances with prepaid work. Again, go to the Invoice or Quickbooks tab and select Single Payment. Make sure to check the box that say Enter Pre Paids, as this will make all of your customers available to you in the dropdown list. Select the appropriate customer, and then enter the payment details, and make sure to put an appropriate description of the payment in the memo field. Then click process.
When you have finished this step, in the Customer>History tab you should have a corresponding debit and credit to the customers account for the same amount as the prepaid service. This shows that you charged for and were paid for the service in advance.
How to Set Up Jobs
Bill Type for Job
In the Jobs tab for the prepaid customer. You will need to set the job Bill Type to Pre Pay. This will allow you to maintain scheduling and metrics for the job, without generating a new charge for each service. These jobs will not be charged to the customer when they are done.
Scheduling for Job
The final thing that you need to set up is scheduling. In this example we are setting up a mow and trim schedule, for 28 prepaid visits.
We will go with automatic scheduling and set the Next Visit to the first date of the prepaid service. The most important part of handling prepaid customers is keeping track of the number of visits completed versus the number of services remaining. This is done by setting the Done this Season to 0, when you set up the job, before you complete the first service. Next you will need to set Do this job to 28 (in this example) Number of times and stop. These two fields will redundantly track how many times you have done the service for the customer. Done this season will count up from zero to the number of services preformed, in this case 28; and Do this job will count down to zero from the number of services to perform. These two numbers should always equal the total number of prepaid services.
Once the total number of services have been completed, the job will go on hold, that way if you need to do a few additional visits to finish the season, they will be charged on a per service basis. Any new work done that is not part of the "Pre-Pay" will be charged to the customer and show up on the next bill.