Overview
If you schedule first and Invoice the outstanding scheduled sessions (Invoice Outstanding), there needs to be a credit limit in place and this is the default for your newly created customers.
You need take no further action if this is how you will invoice.
However, you can set an exact credit limit or remove it completely for advanced invoicing.
Article Sections
Edit or Set Credit Limits Per Customer
1. From the main menu select: People > Customers.
2. Filter to and open the parent record you need to update and press Edit on the Details tab.
3. In the credit limit box you will see 'Unlimited Credit' which is the default setting.
- Add a zero to reflect no credit where an invoice is required before scheduling.
- Add a value to represent the financial value the customer can use on tutoring before an invoice needs to be created. If they may use $500.00 of tutoring before invoicing set 500. The figure must be high enough to cover the value of all sessions scheduled for any students linked to the customer.
- Delete all entries to return to unlimited credit.
Example:
If you charge 50 per hour and the student will take two sessions per week and you will be invoicing once a month allow for 9 sessions and add 450.00 to the credit limit field.
4. Close the edit. The credit limit now shows in the record.
5. When you send outstanding scheduled sessions to invoice you may then again schedule the value of sessions as set in the credit limit.
Example:
Credit limit is 500.
Create 6 sessions of a 50 value = 300
Remaining credit would then be 200
Invoice 3 of those sessions @ 50 = 150 total.
Remaining credit is topped up 200 + 150 = 350 remaining credit.
Change the Defaults for New Customers
6. Admins can choose when scheduled sessions are available for invoice outstanding. Either when created, submitted, reviewed or approved. Default setting is created.
If you want all newly created customers in your database to have sessions pulled to invoice at a different stage change this in Config Settings.
In the main menu select: Setup > Company > Config Settings > Private > Invoice Outstanding by Status > Change as required.
7. Admins can also set all new customers created to have a zero credit limit rather than unlimited set this in the Config Settings.
In the main menu select: Setup > Company > Config Settings > Database > Credit Limit > Change to Zero.
8. This will mean that new customers will be created with a zero credit limit, it will not update existing customers.