Whether you need to collect a deposit for an upcoming surgery or a client just wants to be proactive and leave a credit for their next visit, this guide will walk you through the process step by step.
Take a Look
Taking a Deposit
Navigate to the Client Profile (Clients/Patients > Search for client > Select client)
On the Financial tab, select 'Take Payment'
Select the appropriate Payment Type
Enter the dollar amount for the deposit
If the client has an Outstanding Balance or other open Invoices, make sure no Invoices are selected
Above the 'Check Out' button it will show 'Credit Amount' and the dollar amount entered
Click 'Check Out'
This will leave a Green Credit Balance on the account
Applying the Credit Balance to an Outstanding Balance
If the client wishes to keep their credit balance on their account until another visit, you don't need to do anything until their next visit.
When the time comes for them to use the balance to pay for their next visit:
Navigate to the Active Invoice
Select the 'Take Payment' button at the bottom of the screen
This advances you to the Take Payment section. From here:
Select 'Credit Balance' as your Payment Type
Input the dollar amount to be applied
If the client has multiple Active Invoices, select the Invoice in which you want to apply the credit.
Select the 'Check Out' button at the bottom of the screen
If the credit balance doesn't cover the expenses:
Go through the above steps and apply the full credit balance to the payment
Take a second payment (cash, card, etc.) for the remainder of the invoice(s)
Refunding a Credit Balance
Clients may not wish to have an outstanding credit balance on their account and instead want to receive a refund. To do that:
Navigate to the Client Profile (Clients/Patients > Search for client > Select client)
Select the green Credit Balance amount (purple box) or Select the 'Take Payment' dropdown (yellow box) and select 'Issue a Refund'
Either choice takes you to the 'Issue a Refund' section of Shepherd. Once this is open:
Select the Refund Method (card, cash, etc.) from the dropdown
Shepherd Pay integrations will need to toggle on 'Shepherd Pay' for all credit card refunds.
Input the refund dollar amount
Select the green 'Refund Credit Balance' button
