How to ...

... Adjust customer balance?

An administrator can correct a customer’s balance (e.g. correct an invoice total, provide a customer with a promotion, etc.) using the Balance adjustment wizard. These transaction types are available on the Balance adjustment wizard:

·         Manual charge – Use this transaction to manually charge the customer for a specific service they used. This transaction increases the customer's balance.

·         Manual credit – Use this transaction to give a customer a compensation related to a service (e.g. $5 as a promotion, compliment or compensation related to a specific service). This changes a customer’s balance as follows:

o   decreases the amount of money a postpaid customer owes you;

o   increases the amount of money a prepaid customer has for the service usage.

·         Manual payment – Use this transaction when receiving a payment (e.g. cash or cheque) directly from the customer. This transaction decreases the customer's balance.

·         Promotional credit – Use this transaction to give the customer credit, for example, as a sales promotion. The difference between this and Manual credit is that this transaction applies to a special “Credits / Promotions” service, and not to any actual service. This transaction decreases the customer's balance.

·         Refund – Use this transaction to return money to your customers. For instance, a customer has paid you in advance and those funds have not yet been used to cover a customer’s invoices. The prepaid amount is then stored in customer’s unallocated payments. The refunded amount is subtracted from the customer’s unallocated payments. At the same time, it changes a customer’s balance as follows:

o   increases the amount of money a postpaid customer owes you;

o   decreases the amount of money a prepaid customer has for the service usage.

·         E-commerce payment – Use this transaction to charge the customer's credit card and apply the amount to the customer's balance as payment. This transaction decreases the customer's balance.

·         E-commerce refund – Reverses an E-commerce payment. Funds are credited from your company to the customer's credit card. This transaction increases the customer's balance.

·         Authorization only – Verifies that the customer's credit card is valid and reserves a given amount. Returns a transaction ID to be used in a capture payment transaction. Doesn't affect the customer's balance.

·         Capture payment – This option is only available if an Authorization only transaction has been made and is not yet expired. Charges the customer's credit card and applies the amount to his balance as. This transaction increases the customer's balance. Requires a transaction ID from the Authorization only. The amount must be less than or equal to the amount of the corresponding Authorization only transaction.

·         Void – This option is only available if an Authorization only transaction has been made and is not yet expired. Use this transaction to cancel an existing Authorization only transaction that has not been settled yet. Requires a transaction ID from the Authorization only. Doesn't affect the customer's balance.

 

Consider the following example:

 

You receive a payment in cash 135$ directly from a customer, Easy Call Ltd. To apply this payment to the customer’s balance, you should make a Manual payment transaction for 135$.

 

To make a manual payment complete these steps:

 

1.      On the navigation menu, select Sales, then select Customers.

2.      Open the Edit customer panel and click the  Balance adjustment icon.

 

Open the Balance adjustment wizard

 

3.      On the Balance adjustment wizard that opens, choose Manual payment from the Operation type list and click Continue.

 

Сhoose Manual payment from the Operation type

 

4.      On the Payment amount panel, specify the payment amount (135$ in our example) and click Continue.

 

Specify the payment amount

 

5.      On the Summary panel, review the payment details.

 

Review the payment details

 

6.      Click Finish.