Overview
An Advanced Invoice selling hours can release the hours to the student for scheduling immediately on creation of the invoice, or wait for the invoice to be paid. This is Hold for Payment.
Article Sections
Release Immediately
1. If the Customer is set to Release Immediately against Credit Type, in the Company Section of the Details tab, any invoices created in advance will release relevant hours to that student immediately upon creation of the invoice.
2. This allows you to schedule and close out the hours prior to payment and for the customer to pay-as-you-go if that is the agreement you have.
3. Hold for payment may also be set in the invoice for a one-off instance if required.
Hold for Payment
4. If the Customer is set to Hold for Payment, you may create an invoice in advance but the hours associated with that invoice will not be released to the student for scheduling until a payment entered and applied to that invoice. If the customer is set to unlimited credit this will negate the hold as you have allowed unlimited close out of sessions. Therefore Hold for Payment is usually used in conjunction with a zero credit limit.
Invoice Creation
5. Create your advance invoice in the normal way. You will see that the Hold for Payment is automatically set to Yes if the Credit Type is HOLD FOR PAYMENT in the customer record.
6. This may be set manually at invoice creation for a one-off hold or changed to No for a one-off release of hours.
7. Save the invoice.
8. The invoice will go into the list but the hours will not be listed in the Hours column as they are held.
Releasing the Held Hours
9. Add a payment to the account in the normal way.
10. Select the invoice to be paid by the payment.
11. Complete your payment by pressing Add Payment.
12. The hours will be released.
13. If a customer pays a held invoice from the customer portal the hours will also be released.
Exceptions
14. Schedules do not check student credit. Therefore, using a schedule to create multiple sessions in to the future is allowed and the credit check is done on the individual sessions when they are edited or closed out.