Manage Prepaid Card Payments in Zenoti
This article explains how to manage prepaid card payments in Zenoti, including applying, removing, and selling prepaid cards across individual invoices, group invoices, and phone bookings.
Overview
Zenoti recommends selling prepaid cards separately rather than adding payments directly in the appointment invoice. Taking payments directly in the invoice can cause issues with prepaid card payments and service changes. Selling a prepaid card separately allows more flexibility when editing invoices as needed.
If a prepaid card payment is involved, you can open the invoice, remove the payment, and then edit the appointment. This flexibility is not available with card payments, as they cannot be deleted for edits.
To check if a guest has a prepaid card, view the Prepaid Card tab in their guest profile. No pop-up notification is available for this.
Prerequisites
The guest must have a prepaid card associated with their profile.
For phone booking deposits, the guest must have a card on file.
Instructions
Remove a Prepaid Card from an Invoice
To remove a prepaid card from an invoice:
Open the invoice containing the prepaid card.
Click the Trash icon next to the prepaid card entry.
This action unlinks the prepaid card from the invoice.
Apply a Prepaid Card to an Individual Invoice
To redeem a prepaid card for an individual invoice:
Open the specific invoice.
In the payment section, click the prepaid card icon.
Select Use to apply the prepaid card to the invoice balance.
Click Close to complete the invoice.
Alternatively, enter the PPC number and redeem it.
Note: For managing outstanding amounts, you can manually calculate the balance or apply and remove a prepaid card, which may be more efficient.
Create a Prepaid Card During Phone Bookings
To create a prepaid card tied to an appointment booked over the phone:
Open the Appointment Book interface and click the POS icon.
Enter the guest's details, including their name and contact information.
Under Items, add a prepaid card with the required amount, matching the deposit value.
Finalize the payment and annotate the appointment notes to indicate that this prepaid card sale functions as a deposit.
This approach promotes efficiency while maintaining records for deposit-related adjustments.
Sell a Prepaid Card from POS
To sell a prepaid card using the POS system:
Navigate to the POS menu and click the Prepaid Card option.
Enter the required details, such as the value of the card or applicable attributes.
Add the prepaid card to the invoice and finalize the payment.
This ensures the prepaid card is registered under the guest's profile, allowing them to use it for future purchases.
Apply a Prepaid Card to a Group Invoice
Prepaid cards have limited applicability for group invoices. Only prepaid cards generated from service deposits tied to a specific guest's appointment can be applied to a group invoice when that appointment is part of the group invoice. Other prepaid cards are not eligible.
Workaround for Group Invoices
If direct prepaid card redemption is not available for a group invoice:
Use the prepaid card to purchase a gift card.
Redeem the gift card on the group invoice.
This creates a redeemable instrument that can be applied to group bills where prepaid cards are restricted. Alternatively, if a deposit was made using a prepaid card during the original group booking, the invoice may allow you to redeem it directly. If not, the gift card workaround remains valid.
Limitations
Prepaid card payments cannot be deleted from invoices in the same way as other payment types. Remove the payment first before editing the appointment.
No pop-up notification is available to indicate a guest has a prepaid card. Check the Prepaid Card tab in the guest profile manually.
Prepaid cards are not eligible for group invoices unless tied to a service deposit for a specific guest's appointment within that group.