STX Desktop: Using House Charges

House Charges

Using House Charge Payment Type and Tracking House Charge Balances

The House Charge payment type allows a payment to be applied to the Client Visit ticket transaction, and in turn charges the client the next time he/she comes in. The Client Visit ticket transaction will always include any house charge balance due, and complete House Charge account history can be seen on either the client’s card or on the Charge Account tab of the Client Visit ticket transaction.

When you go to the Payment tab on a Client Visit ticket transaction you will see that one of the payment types is House Charge. Either the client will pay for part of the ticket with, say cash, and use the House Charge payment type for the rest. Or, the client will want to pay for the entire ticket using the House Charge payment type. 

Using the House Charge payment type with another form of payment

The client purchases services and/or products and wants to pay part of it up front with a particular form of payment type and put the rest on the House Charge payment type. 

Once you have established how much the client is paying, click the form of payment they are going to be using. This will put the ticket total in that field. Change that amount to the amount they are actually paying, or putting down. You will see a Balance Due amount on the ticket. Click the House Charge icon and the remaining balance will go on his/her house charge account. 

You can also use the House Charge payment type to keep track of what is owed once a Deposit on treatments has been made. The client will pay the Deposit amount using the appropriate payment type, and the rest of the balance due will be paid using the House Charge payment type. Each time the client has subsequent visits, the Client Visit ticket transaction will show the charges due.

Using only the House Charge payment type

The client purchases services and/or products and wants to pay the entire transaction total using the House Charge payment type. Once all information is entered on the ticket, click the House Charge icon and the balance will go on his/her house charge account.

Viewing House Charge Balances

Client Cards: Billing

 All House Charge activity will show here. You also have the ability to change what the Opening Balance on the house charge should be, if necessary. If you have a client who owes you money prior to using STX, you will enter the amount the client owes into the Opening Balance field. The Current Balance will automatically reflect the amount the client owes. The next time you enter a Client Visit ticket transaction for the client, the amount owed will automatically be added into the transaction total for the client to pay. 


Client Visit: Charge Account

The Charge Account tab lists tickets that were paid by using the House Charge payment type, as well as tickets that included a payment on a House Charge amount owed.

Tickets with a positive amount were charges. Tickets with a negative amount were payments. The Current Balance due for this client is shown at the bottom of the Charge Account tab. A negative number indicates a credit is due the client. The Opening Balance comes from what is entered on the Billing tab of the client’s card. It is added to the Current Balance the client owes.

Paying House Charge Balances

The Payments tab of the Client Visit ticket transaction will include the balance a client owes for his/her house charge account.

If the client has a house charge balance, it will automatically be included for payment of the entire balance due on the Pay Charge Due line. Uncheck the Pay Charge Due box to exclude this payment, or edit the amount to collect a partial payment.

Guidelines for Paying House Charge Balances

  • Pay ticket total but does not want to pay on house charge balance.  

    • The Client has a service/product total and also a house charge balance. They elect to pay only that day's ticket total and nothing on the house charge balance. YOU WILL uncheck the Pay Charge Due box so the balance remains intact for the next time they come in. Click the form of payment for the rest of the ticket total.

  • Add ticket total to an existing house charge balance

    • The client has a service/product total and also a house charge balance. They elect to put today's total on the house charge as well, without paying for anything. YOU WILL uncheck the Pay Charge Due box, as nothing is being paid on the balance, AND THEN click the House Charge payment type icon to put that day's ticket total on the house charge, adding it to the existing balance.

  • Pay ticket total and a percentage of existing house charge balance

    • The client has a service/product total and also a house charge balance. They elect to pay today's total PLUS a percentage of the house charge balance. 

    • YOU WILL change the Pay Charge Due amount from what is showing, to exactly what the client is paying on the house charge balance. Click the form of payment the client is using. STX will total the amount they are paying on house charge balance, adding the rest of the ticket total, and put it in the field next to the form of payment you selected. The remaining house charge balance will stay intact and show up on the next ticket as still being outstanding and due.

  • Pay the House Charge Balance in full

    • If the client wants to pay the house charge in full, whether they have services and/or products on the ticket or not, simply select the form of payment the client is using, and the total amount of the ticket along with the house charge balance will be paid for. The house charge balance will also be cleared.

  • Make a payment on the existing House Charge balance

    • The client has no services or products but comes in to make a "payment" on his/her house charge balance, but is NOT clearing the balance.

    • YOU WILL open a new ticket with client’s name on it and select a visit type. Go to the Payments tab. The Pay Charge Due box will automatically be checked and show the total amount that is due on their House Charge. 

    • Leave the Pay Charge Due box checked, but change the amount in that field to exactly what the client is going to be paying against their house charge balance. Click the form of payment the client is using. Do not click the House Charge payment type icon. STX will accept the payment on the house charge balance, leaving the remaining balance outstanding. The remaining amount will appear in the Pay Charge Due amount field the next time the client comes in. 

Correcting House Charge Balances

If you believe the house charge balance to be an untrue amount, here are some ways to clear up the erroneous balances - go to the client’s card to the Billing tab. Adjust the Opening Balance until the Current Balance reflects the true amount. 

One of the following two scenarios is happening:

  1. If the client owes you money but the Current Balance shows either $0.00 or a negative amount, somehow the balance was either wiped out or it is showing as a credit balance. For instance, the client owes $100.00 for a House Charge balance. The Current Balance shows negative $45.00 (-$45.00) as in the picture above. You would adjust the Opening Balance by typing $145.00. This will bring the balance to the desired $100.00 for the client. Save and close the client card.

  2. If the Current Balance shows an amount but the client does not owe you anything, somehow a previous payment never took. For instance, the client doesn’t owe anything for a House Charge balance, yet the Current Balance shows $65.00, as in the picture above. You would adjust the Opening Balance by typing negative $65.00 (-$65.00). This will bring the balance to the desired $0.00 for the client. Save and close the client card.

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