All jobs that are part of the prepay amount should be placed as "Pre-Pay"
in the job details. These jobs are not charged to the customer when they
are done. If the "Done to date" exceeds the "Max", the customer will be
charged whatever is in the "Charge over Max" field. Any debit/new work done
after that will be charged to the customer and show up on the next bill for
him to pay.
Accounting methods for CLIP (not qCLIP)
In "Enter Transactions" enter a credit for the full prepay amount. CLIP will
then list this customer as having a negative balance. As work is recorded,
debits are entered and the negative balance will diminish until it reaches
zero. DO NOT set the job to "Pre-Pay", otherwise CLIP will not deduct from the
Advantage: You will always know how much work you owe this customer
throughout the year.
Disadvantage: If you do extra work for this customer that you want to get
paid for, CLIP will deduct this extra work from the customer's outstanding
credit. This will make the customer come up short at the end of the year
instead of being charged at the time the job was done.
In "Enter Transactions", enter a debit for the full amount and in the description
call it "Pre-Pay for full year" or something similar. Enter the customers
payment as a credit for the full amount of the yearly service.
This will set the customer's account balance to zero. All jobs that are part of the pre-pay amount should be set to "Pre-Pay" in the job details. These jobs are not
charged to the customer when they are done. Any debit/new work done that
is not part of the "Pre-Pay" will be charged to the customer and show up on
the next bill.
Advantage: Any additional work will be charged to the customer's bill.
Disadvantage: If the customer cancels, you will have to figure out how
much of a refund you will owe him. This is not that much of a disadvantage because hopefully you have a low number of cancellations.
If you need any further assistance, please let us know!