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Client Balances: Each client can have an associated balance with the business, either an amount due or an amount of credit. There are three ways to adjust a client's balance.

1. Adjusting Balances with Products and Services: when a product or service is purchased the client’s balance can be updated if that product or service has been set up to make adjustments to the balance. See the Products Overview or the Services Overview sections for more information. The balance will be updated when the ticket containing the product or service is closed.

a. Create a product or service with the appropriate balance selection.

b. Select Add New Ticket from the Tickets drop-down menu. See the Tickets Overview section in the Appointment Book chapter for more instructions on creating tickets.

c. Select the client that requires a balance adjustment.

d. Enter the appropriate product or service that uses the balance updating feature. e. Enter in the remaining information on the ticket and close it.

f. When the ticket is closed, the adjustment to the balance will be added to the client's record. 2. Special Button: from the Tickets screen you can add credit to a client's balance, use a client's

available credit, and add the amount due to the client's balance with the Special button.

a. Adding Credit with the Special Button: adding credit to a client's balance is useful if the client is putting a down payment or a deposit on a procedure or service that your business offers. It can also be used if the client wants to pay off his or her balance. The client's added credit will appear in the Credits Added field of the Totals report.

i. Select Add New Ticket from the Tickets drop-down menu. ii. Select the client's name in the Find Client screen.

iii. Click the Special button on the Ticket Information screen.

Chapter 6: Clients

iv. Select Client Balance. If a independent contractor is selected on the ticket as performing the service or selling the product, the Client Balance feature is disabled.

v. Select Add Additional Credit/Pay Off Balance. vi. The Enter Credit Amount screen will appear. vii. Enter in the amount and click OK.

viii. Close the ticket.

b. Using Available Credit with the Special Button: use the current available credit to pay off a ticket's balance.

i. Select Add New Ticket from the Tickets drop-down menu. ii. Enter a product or service.

iii. Click the Special button. iv. Select Client Balance.

v. Select Use Available Credit.

vi. The Enter Credit Amount screen will appear. vii. Enter in the amount of credit to use and click OK. viii. The ticket will be adjusted by the appropriate amount.

ix. Close the ticket.

c. Adding the Amount Due to a Client's Balance: sometimes you may wish to add the amount from a purchase to a client's balance. This may happen if a loyal customer forgets his or her wallet. You can add the amount due to the client's balance, and the next time the client comes in he or she can pay you. The amount due that was added to the client's balance will appear in the Credits Used section of the Totals report.

i. Select Add New Ticket from the Tickets drop-down menu. ii. Add a product or service.

iii. Enter the available tender amount if any. This could be $0 or an amount due that is less than the total tender being paid.

iv. Click the Special button.

v. Select Client Balance. If a independent contractor is selected on the ticket as performing the service or selling the product, the Client Balance feature is disabled.

vi. Select Close Ticket And Add Amount Due to Client's Balance. vii. The Tender Less Than Total warning will appear.

viii. Click the Record Amount Due button to close the ticket and add the amount due to the client's balance.

3. Manually Adjusting Balances: sometimes you may not want to create a ticket to adjust a client's balance. The balance can be manually changed through the client's profile on the Balance and Loyalty tab.

a. Click the Clients button/icon or select Edit Client from the Clients drop-down menu. b. Double-click the client, or highlight the desired client and click Edit Client button. c. The Client Information screen will appear.

d. Click the Balance and Loyalty Points tab to view the balance the client owes or has available. e. Make the manual adjustments with the following buttons:

l Set to Exact Value: set the balance to an exact value

l Adjust by Adding Credit: credit the client with a balance to use for later purchases

Chapter 6: Clients

l Adjust by Removing Credit: debit the client with a balance owed to the business

f. Click Save to exit.

Treatment Sessions: track the number of treatment sessions for each client, as well as the total number of treatment sessions each client has purchased or used. The item and the units can be changed. For example, "sessions" can be changed to "visits", and "treatment" can be changed to any other word that describes services that your business offers. There are two ways to adjust a client's treatment sessions balance.

1. Select Options from the Tools drop-down menu. 2. Click the Clients tab

3. Click the Client Options button. 4. Change the Item name and the Units. 5. Click OK to save the changes.

There are two ways to track treatment sessions:

1. Automatically with Products and Services: you must first create a product ID or service ID to

automatically update a client's treatment sessions when that item or service is sold. See the Products Overview or Services Overview sections for more details on how to do this.

a. Select Add New Ticket from the Tickets drop-down menu.

b. Select the client whom the treatment sessions balance is being changed for.

c. Enter the appropriate product ID or service ID configured to automatically update a client's treatment sessions when that item is sold. If this is a feature that your business will be using, it is recommended that separate products or services be created to add and subtract specific amounts of treatment sessions. This will not only reflect in totals and sales, but it will also allow better sessions management.

d. When the ticket is closed, the appropriate amount of treatment sessions will be added or subtracted.

2. Manually Adjust Treatment Sessions: Sometimes you may not want to create a ticket to adjust the sessions. Instead, you may wish to quickly access the client information and adjust the sessions.

a. Add or edit the appropriate client.

b. The Client Information screen will appear. c. Click the Treatment tab.

d. Use the Adjust and Clear Balance buttons appropriately to change the number of treatment sessions remaining.

e. Click Save.