How to Add Account Payment Credits

May 16, 2025

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Overview

This guide will walk you through how to manually add account credits to a client's profile in Core. Account credits can be used by clients to pay for memberships, services, or other charges, making it easy to manage prepaid funds in one place.

Adding credits manually is important when a client prepays, receives a complimentary amount, or when resolving billing issues.

Prerequisites

You must have access to the Core platform with permissions to manage payments.
Ensure you have the correct client profile available.

How to Add Account Credits

1. Log into Core

2. Navigate to Clients

Click Clients from the top navigation bar.

3. Search for the Client

Use the Search bar to find the client by their name, email address, or phone number.

4. Open the Client Profile

Click the Client’s Name to open their profile.

5. Start Adding a Single Payment

From the client’s page, click New Sale
Create a Single Payment.

Tip: You may need to select Payments > New Sale if you're not already in a transaction flow.

6. Enter Required Fields

Complete the following fields:
- Description: What the credit is for (e.g., Monthly Account Credit).
- Invoice Date: Today's date or desired future date.
- Price: Amount of credit.
- Discount: Set to 100% if the credit is complimentary.
- Tax Type: Select the applicable tax rate.

7. Set Discount for Free Credits

If the client is receiving free credits, set the Discount to 100%.
If the client is paying for the credits, leave the discount field blank.

8. Toggle "Add as Account Credit"

Check the box for Add as account credit.

9. Adjust the Credit Amount

Enter the amount of credit you want to assign (if different than the payment total).

10. Add to Cart

Click Add to Cart to continue.

11. Complete the Transaction

If payment is required:
- Select a Payment Method (e.g., Card/Bank, Cash, EFTPOS, Terminal).
- Process the transaction as normal.
If no payment is required:
- The system will automatically confirm the credit addition.

Expected Outcome

The client's profile will show the updated account credit balance, ready for future use toward memberships, classes, or other services.

FAQs

Q: What if I forget to toggle "Add as account credit"?

A: The system will treat the payment as a regular purchase. Be sure to toggle it on!

Q: Can I edit account credits later?

A: You can adjust balances manually or create an offsetting transaction if needed.

Q: What happens if I set a 100% discount but don't toggle "Add as account credit"?

A: It will not be applied as usable account credit — it will just show a $0 transaction.

For any further help, reach out to our support team via [email protected].