Overview
When adding a private pay student you can create a matching parent customer record at the same time but if you missed that step you can create a customer and link to the student.
If the student needs two linked customers for split or shared billing the second customer would also be created and linked manually.
You may also create a customer record with no students for logging agency payments.
Article Sections
- Prevent Duplicates
- Add a Customer/Parent Record
- Link Student to New or Existing Parent
- Primary Customer
- Add Credit Card Data
- Credit Limit
- Add Sibling
Prevent Duplicates
1. Before adding a new customer check your inactive customer list first to prevent duplicates.
Add Customer
2. In the main menu select: People > Customers.
3. If the student was a sibling sign-up to an existing family find the existing customer record in the grid open it and link new student, don't forget to search Inactive Customers too.
4. If there is no existing customer press New and add the first and last name of the new customer and press Add Customer.
Link Student
5. In your new or existing customer record press Edit from the Details tab.
6. Under Assigned Students search the last name of the student you wish to link.
7. When you can see the student name, change the red X to the left of their name to a green check mark.
8. Any address and phone numbers entered in the student record will be copied over.
9. For new customers add any additional data and tags as required.
Note on Credit Limit
10. If you will be providing services first then sending those sessions to invoice (Invoice Outstanding) and you don't want the default unlimited credit limit then set a credit limit on the general information tab of the customer record. The credit limit is a financial amount that you are prepared to have the customer owe to you prior to making an invoice. Do not use a currency symbol.
11. If you would like all new customers that you add to your database to have an unlimited credit then remove any amounts and save as empty thus restoring the unlimited placeholder text.
12. The example in the above graphic will allow you to schedule 800.00 dollars (or your currency) in sessions before you will need to send them to invoice.
13. Check the student program tab for your new linked customer.
Primary Customer
14. If two customers are attached check the Student Program tab to find out who is the Primary and who is the Secondary customer/s. The customer listed first, is the Primary and will be invoiced when using Invoice Outstanding.
15. To change the order of the linked customers to assign a different Primary, press the Make Primary link.
Add Sibling
16. Now add sibling student if required. SP03. Create Quick Sibling Record
Link To
SP01. Adding a Private Pay Student, Parent & Sibling
SP03. Create Quick Sibling Record