Overview
Client account credits and balances help your studio track money or value that belongs on a client account.
Use this when a client has a credit, owes a balance, has a floor fee charge, overpaid, received a refund credit, or needs an accounting adjustment.
This is different from package count correction. Package count correction changes lesson credits. The account ledger tracks financial value.
When to use account credit
Use account credit for situations such as:
- A client overpaid
- A client has a refund credit
- A client prepaid for future use
- A studio gives a manual account credit
- A floor fee credit needs to be recorded
- A credit should be applied toward a package or lesson later
When to add a balance owed
Use a balance owed or charge when the client owes the studio money.
Examples include:
- Floor fee owed
- Pay-as-you-go lesson balance
- Manual balance adjustment
- Other client debt that should remain visible until resolved
How to add credit or a charge
1. Open the client record.
2. Find Package Count Correction and Account Balance.
3. Open Manage Ledger.
4. Choose the type of credit or charge.
5. Enter the amount and reason.
6. Save the entry.
DanceFlow keeps the original ledger entry instead of changing history.
How to apply credit to a package sale
When selling a package, DanceFlow can show the client's available account credit.
Enter the amount of credit to apply. The payment due today is reduced by the credit amount.
Example:
- Package price: $300
- Available account credit: $85
- Credit applied: $85
- Payment collected today: $215
DanceFlow records the package sale and creates a ledger entry showing that credit was applied.
How to apply credit to a pay-as-you-go lesson
During Daily Closeout, a pay-as-you-go lesson may appear under May Need Review.
If the client has account credit, apply the credit toward the lesson balance. If the credit covers the full lesson price, the lesson can move to Ready to Close Out without collecting a new payment.
If the credit only covers part of the lesson, collect the remaining amount.
What students see
Students can see a read-only account balance in their portal when ledger activity exists.
They can view:
- Available credit
- Balance owed
- Net balance
- Recent account activity
Students cannot edit the ledger.
Important accounting note
Do not use package count correction to represent money.
Use package count correction for lesson/package credit fixes. Use the account ledger for client credit, debt, payments applied, and financial adjustments.