On Account (Credits / Balance Dues)
Learn how to take a deposit or add, cash out, and refund credits using On Account
The On Account feature lets clients keep a balance they can use for future purchases or pay down over time. It's perfect when a client wants a refund issued as store credit, or when they need to pay for a service in installments—either before or after it's provided.
You Can Use On Account For:
Adding credits or deposits for later use.
Issuing refunds as store credit.
Charging purchases against an existing credit balance.
Recording and collecting unpaid balances.
On Account Payments are available in PatientNow Essentials and in the Preferred & Ultimate editions of Envision. To upgrade, please contact our Sales Team at 800.436.3150, Option 1, or sales@patientnow.com.
Click the links below to skip to a section:
Add a Credit
Adding a credit to a clients account will allow them to bank the funds to use towards a future purchase.
To add money to a Client's account, simply open the Sales Register and select the Client's name from the top dropdown field.
Click Manage On Account, enter the desired amount, select Add Money, and continue to process the transaction.
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Once you click Add Money, the Take Payment screen will pop up for you to select the payment type, then Add Payment, then click the Cash Out button.
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When the Client has a Credit on their account, you will see the word Credit in green with their total balance next to their name in the Sales Register.
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If you require a deposit for online booking, your client's deposit will appear in their On Account Balance.
Refund Item as a Store Credit
Use this option when a client is returning an item and you want to give them store credit instead of cash or a card refund. The credit will stay in their account for future purchases.
To refund an item as store credit you will open the Sales Register, start a new ticket, and select the Client from the dropdown. Add the item(s) that is being returned, then edit each item in the Sales Register by selecting the pencil icon and select the Return Item option.
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The item will become a negative amount on the ticket.
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Click Take Payment, selecting On Account as the payment method. Then select Add Payment, you will see the negative amount reflected as a payment.
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When you Cash Out, the amount will be applied as a credit the client can use towards other purchases.
Charging On Account Credits
Charging a service or retail item to a Client's account will use the money they previously added to On Account towards their total bill. They can also charge to On Account to show a Balance Due in the Sales Register that they can pay off later on
When/if you require a deposit for online booking, your client's deposit amount will appear in their On Account total. To use the deposit follow the steps below.
Open the Sales Register and select the Client's name from the dropdown.
Ring up the services or retail items that are going to be charged to the account.
Click Take Payment, then select On Account as the payment method.
Enter the amount that will be charged to the Client's account in the Enter Payment Amount field and click Cash Out to apply the charge.
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Adding a Balance Due (Debt) On Account
Adding a Balance Due to a Client’s On Account will allow the Client to make payments to a balance they may not be able to pay right away.
To add a Balance Due to a Client's account, simply open the Sales Register and select the Client's name from the top dropdown field. Then add the service(s) to the ticket.
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Then Click Take Payment, then select On Account as the payment method.
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Once checked out, you will see the word BalDue in red with their total balance next to their name in the Sales Register.
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Pay the Balance Due On Account
To pay the balance for your selected Client, click on Manage On Account in the Options menu in the Sales Register.
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Then, add the payment amount and select Add Money. This will move you to the Take Payment screen, where you will be prompted to add the payment method.
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Continue to Cash Out as you would with any other transaction. The amount will be applied, either lowering or eliminating the balance due.
Refunding an Existing On Account Credit (Client Wants Their Money Back)
Use this option when the client already has money saved in their On Account balance (from prepayments, deposits, or past store credits) and now wants that amount returned to them instead of keeping it as credit.
In the Sales Register, select the Client from the dropdown.
Click Manage On Account.
Enter the amount to refund from their existing On Account balance.
Click Refund Money.
Choose the payment method for giving them the refund (cash, card, etc.).
Select Add Payment and Cash Out to finalize the refund.
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Reporting On Account Balances
To report on the balance due or credit remaining on all or one client you can run the Aged Receivable Accounting Report:
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Disabling On Account
To disable the On Account feature you will go to Company Settings, select Sales Register Options. Under General Options > General you will check off the box next to Disable On Account Payments, then click save settings. This will remove the setting from the Sales Register payment options and the Manage On Account option.
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Please note: If a client has a Balance Due or a Credit on their account disabling the feature will not remove those balances from their accounts. You would need to remove them before disabling the feature.