Learn how to manage prepaid session packs in Zanda, whether paid at the first session or before booking. Keep track of payments and services effortlessly.
Session Packs are a great tool to keep track of services you provide to your clients and how they are paid. In this article, you can learn how to manage Session Packs which were prepaid prior to providing the services, or at the time of the first service.
In this article:
- Managing Session Packs Paid in Full at First Session
- Managing Session Packs Paid Before the First Session
Managing Session Packs Paid in Full at First Session
In Zanda, you have the option to create session pack templates that facilitate the collection of the full payment at the time of the first session. This payment will be documented on the initial invoice associated with the Session Pack. Subsequent invoices, starting from the second session, will reflect a zero balance due, while still tracking the services rendered. Below are the steps to set up a Session Pack Template:
1. Go to Settings > Billing > Session Packs and click the + Add Session Pack button:
2. Complete the Session Pack Template as necessary:
- If applicable, select the default Service that should be included in the Session Pack (you will always be able to replace it with a different service on specific invoices, if needed).
- To charge the full Session Pack price on the first session's invoice, select 'Charge per' Pack.
- Enter the full Session Pack price that you'd like to bill for.
- After all the necessary fields are completed, save the changes.
When a client is purchasing the full pack and you are scheduling their first session:
1. Create a new appointment.
2. In the 'Select Service, Pack or Product' Dropdown', scroll down to the 'Session Packs (Create New) part and select the Session Pack Template you created.
3. Click 'Save'.
4. The invoice with the total amount owing equal to the full Session Pack price will be created, and the first session of the Session Pack used.
5. Process the payment and record it on the appointment. Save the appointment again.
6. When you book following sessions for your client, using the Session Pack you assigned to them, the consecutive invoices will have the total owing zero.
The Session Pack will keep count of the sessions provided and help keep your records in order:
Managing Session Packs Paid Before the First Session
When a client pays in advance for a full Session Pack prior to scheduling their first appointment, we suggest managing these session packs in the following manner:
Collecting the prepayment:
1. Go to Sales → New Payment. Look up the client (or their payee) who is making the payment:
2. The system will redirect you to this client's/payee's profile > Billing > Payments and open the new payment form for you. Select the payment method and enter the payment details and save the changes
Using the prepayment
1. Create the first appointment.
2. Add the session pack to create an invoice.
3. Click Add Payment.
4. At the top of the payment methods, you will find the option labeled 'Use Existing Payment.' This option corresponds to the prepayment you recorded earlier, which has not been applied to any other invoice. Select this option and click 'Save' to allocate the owed amount to the invoice using the prepaid funds.
Tip:
- You can see the credit payment record in client/payee profile > Billing > Payments. Click the payment to see more details.
- The payment record will show the amount paid and the amount allocated.
- You will also see the list of invoices where the payment was allocated.
Take prepayment without creating an invoice and generate a Statement:
1. Navigate to payee profile > Billing > Statements and create a new Statement:
2. Set the time period for the Statement that would capture the date when the payment was collected and click ' Show Invoices and Payments':
3. Use the checkboxes to select what information you want to include in the statement and click 'Create Statement'
4. Once the statement is generated, you will be able to email it to your client/payee or print it out:
5. On the statement PDF, there is a record of payment(s) received from the client/payee and payments allocated for their reference:
