Overview
When migrating to Spraye from another software system, you may have customers who have already prepaid for their upcoming services. Because these payments were collected outside of Spraye, you need a way to record them so the customers' future invoices are properly marked as paid.
There are two primary methods for handling legacy prepayments in Spraye. You can choose the option that best fits your billing workflow.
Option 1: Add an Account Credit
This method involves adding the prepaid amount directly to the customer's account balance as a credit.
- How it works: Calculate the total amount the customer has prepaid. Navigate to their account in Spraye and manually add a credit for that exact total.
- The Result: As services are completed and Sp generates new invoices for those assigned services, the system will automatically apply the available account credits as payments until the credit balance is depleted.
Option 2: Use a "Prepay" Program Version
If you prefer to generate a single upfront invoice to apply the payment against immediately, you can utilize a Prepay program structure.
- How it works: Assign the customer's property to the "Prepay" version of their respective program.
- The Result: Assigning a prepay program will immediately trigger the creation of a full-program invoice. Once that invoice is generated, you can manually mark it as "Paid" to accurately record the historical payment in Spraye.
Tip: Make sure to double-check the customer's total prepaid amount before applying credits or marking invoices as paid to ensure their Spraye ledger perfectly matches your previous software's records.