Manage a customer's credits
You manage the prepaid cards of an individual customer in their customer profile. There you grant credits manually, correct cards and confirm payments.
Open a customer's cards
- Open Manager → Customers and tap the customer.
- Open the section with the credits. It carries the name of your unit, for example Credits.
All of the customer's prepaid cards are listed there. When you tap a card, you see Available, Total and Used at the top, plus the booking number, the expiry date and the value per credit. Below that are the actions for this card.
Grant credits manually
With a new card, you add credits to a customer's account, for example as a gift, as a goodwill gesture or for a payment you received outside of Bookicorn.
- In the section with the credits, tap Grant Credits manually.
- Under Package template, choose one of your packages or Custom. A template takes over name, credits and price.
- Enter the Total Credits and, if some have already been used, the Available Credits.
- Enter the Package name.
- Choose the Transaction type: Payment, Manual credit, Goodwill, Promotion, Gift or Refund. For Payment, enter the Price; for the others, enter the Value of Credits for your reports. For Gift and Promotion, Bookicorn sets the value to 0.
- Under Start & expiry, set the Start type and the Expiry type: No expiry, Fixed expiry date, After purchase date or After start date.
- Optional: an Internal note.
- Tap Grant Credits.
With the Invoicing System addon, Payment and Manual credit with an amount show the switch Create invoice, on by default. Under Invoice issuer you choose who issues the invoice, Automatic uses your default. With Already paid the card can be used right away, and the customer gets a payment confirmation with the invoice. With Payment pending they get payment instructions with your bank details and the invoice, and the card stays locked until you tap Mark as paid under Manager → Transactions. Without an invoice the customer gets an email about the credits added, and the card can be used right away.
Below it is Send invoice now, on by default. If you switch it off, Bookicorn only creates the invoice and doesn't send it, for example when you grant credits to a daycare or school long before the course starts. The customer then only gets the email about the credits added, or the payment confirmation with Already paid, in both cases without the invoice. With Payment pending the card can still be used right away. You find the invoice under Manager → Invoices: there you adjust the due date and items and send it with Send via Email whenever it suits you. Once the money arrives, tap Mark as Paid in the invoice and the customer gets a payment confirmation.
Add or deduct credits
To correct an existing card:
- Add Credits: enter the number and a Reason for addition. The credits are added to the card and are available immediately. The customer is notified.
- Deduct Credits: enter the number and a Reason for deduction. You can deduct at most as many as are still available. The card stays active.
In both cases the reason is required and then appears in the card's history.
Confirm payment for a card
If a customer bought a card with payment on site or bank transfer, "Waiting for your confirmation" is shown at the top. Until then, the card is locked and the customer can't book anything with it.
Once the money has arrived, tap Confirm payment received. The card can be used immediately. If you have a default invoice issuer, Bookicorn creates the invoice and sends it to the customer.
Pause and resume a card
With Pause Prepaid Card, you suspend a card, for example during an illness. The action carries your card name.
- Pause immediately or Schedule period with Pause from and Pause until
- Reason for pausing is required
During the pause, the customer can't book anything with this card. With End pause, you end it yourself, and Bookicorn then extends the expiry date by the days of the pause. When a scheduled period ends, Bookicorn ends the pause automatically without extending the expiry date. More on this under Validity and expiry.
Extend validity and edit a card
- Extend validity: by a Validity duration in days, weeks or months from the previous expiry date, or to a Fixed expiry date. The Reason for extension is required.
- Edit credit card: change Package name, Total, Expiry date and Internal note. Total can't be lower than the credits already used. An empty expiry date means unlimited validity.
All changes are recorded in the card's history.
History of a card
Under History, you see every movement on the card with the date and the balance before and after: Purchase, Booking, Refunded, Added, Deducted, Extended, Paused, Resumed and more.
Delete a card
With Delete credit card, you deactivate a card permanently. You enter a Reason for deletion and confirm with Delete irreversibly. The card's remaining credits are lost, and the action can't be undone.
Frequently asked questions
Where do I manage a customer's 10-session pass? In the customer profile under Manager → Customers, in the section with the credits. Tap the card.
How do I give a customer credits as a gift? With Grant Credits manually and the transaction type Gift.
Why can't my customer use the card they bought? If the card shows "Waiting for your confirmation", it's waiting for you to confirm the payment. Tap Confirm payment received. If it's paused or expired, you also see that on the card.
Does the customer get an invoice when I grant credits manually? Yes, if the Invoicing System addon is active, you enter an amount and leave Create invoice on. With Payment pending, the invoice stays Open until you confirm the payment. With Send invoice now off, it only goes out when you send it under Manager → Invoices with Send via Email.