Credit/Prefunding

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WHMCS supports account credit.

Credit allows customers to have a prepaid balance on their account. This is useful for allowing customers to deposit funds in advance, as well dealing with overpayments made to invoices and issuing credits in customer service situations.

When a user has a credit balance, both the end user and admins have the options to apply credit from the credit balance to any invoices that are generated.

The Credit Log

The credit log allows you to see the full credit history for a customer, including all additions and subtractions. To view the credit log, follow these steps:

  1. Begin by navigating to the Clients Summary page for the desired client
  2. Click the Manage Credits link

Adding Credit to a Client

To issue an account credit, follow the steps below (this guide assumes you have already followed the steps to view the credit log above):

  1. Click the Add Credit button
  2. Enter a description for the credit (this is only seen by admin users) and the amount of credit to add
  3. Click Save Changes

The credit will be added to the clients available credit balance immediately.

Removing Credit from a Client

To remove an account credit, follow the steps below (this guide assumes you have already followed the steps to view the credit log above):

  1. Click the Remove Credit button
  2. Enter a reason for removing the credit (this is private to admin users) and the amount of credit to remove
  3. Click "'Save Changes"'

The available credit balance will be updated immediately.

Applying Credit to an Invoice

To apply credit to an invoice, follow the steps below:

  1. Navigate to the desired invoice within the WHMCS admin area
  2. Select the Credit tab
  3. Under the Add Credit to Invoice heading, enter the amount of credit you wish to apply from the client's account credit balance to the invoice
  4. Click Go to complete the process

Clients also have the ability to apply credit to an invoice from within the client area when they have a positive credit balance.

Removing Credit from an Invoice

To remove credit from an invoice, follow the steps below:

  1. Navigate to the desired invoice within the WHMCS admin area
  2. Select the Credit tab
  3. Under the Remove Credit from Invoice heading, enter the amount of credit you wish to deduct from this invoice and return to the client's account credit balance.
  4. Click Go to complete the process

If the invoice has been paid by credit, you may wish to set the invoice status back to Unpaid and reverse any automation that may have been triggered (eg. moving the service's Next Due Date back one billing cycle).

New Orders/Checkout

During checkout, if a customer has an available credit balance they will be offered the option to apply credit from their credit balance to the new order.

The option to apply credit from the available credit balance to the new order will always be selected by default.

Automation

Automatic Credit Application

By default, any available credit on a users account will be automatically applied to new recurring invoices immediately upon generation.

You can turn this off in Setup > General Settings > Credit by toggling the Automatic Credit Use setting to off.

Credit Issuing

Credits are automatically issued to a customers account balance when an invoice overpayment occurs.

Overpayments can be triggered by an admin user applying payment to an invoice for more that the balance due or by an automated payment gateway callback. For example, a common cause of this is when a client sets up multiple PayPal Subscriptions.

Credit log entries due to invoice overpayments will appear in the credit log with a description as follows:

Credit for Overpayment of Invoice #1234

Where 1234 is the Invoice ID.