⏱️ Estimated time: 3 minutes

👤 Role: Receptionist, Front Desk Staff, Operations Team

What you'll learn

• How to process and sell a prepayment to a client's profile in EMS.

• How to record the transaction through the EPOS system and track account balance history.
  
  

When should I use this?

• Use this process when a client wishes to add funds to their account in advance of future treatments, packages, or services.

• Key Logic: Adding a prepayment directly to a guest profile creates an active wallet balance that can be redeemed during future checkout sessions, streamlining future payment handling and improving customer retention.
  
  

Before you start

• Ensure you have access to the Guests module and EPOS sales features in EMS.

• Confirm the guest profile already exists in your platform, or create a new profile before beginning the sale.
  
  

Step-by-step

Step 1: Log into EMS and navigate to Guests

Log into your EMS account using your credentials. From the main navigation menu, select Guests to open your client database.

Step 2: Search for the guest

Use the search bar to locate the guest you wish to sell the prepayment to, then click on their name to open their profile.

Step 3: Open the Wallet tab

Within the guest profile, select the Wallet tab located in the secondary menu to view their current account balances and store credit history.

Step 4: Select Add new pre-payment

Click the Add new pre-payment button to launch the payment screen.

Step 5: Enter the prepayment amount

Type the exact monetary amount the guest wishes to pay into the value field, then click Continue.

Step 6: Assign the selling staff member

You will automatically be directed to the EPOS screen. If applicable, select the staff member responsible for selling the prepayment from the drop-down menu for accurate reporting and commission tracking.

Step 7: Process the payment transaction

Select the payment method chosen by the guest (e.g., Cash or Card) and complete the billing process as you would for a standard transaction.

Warning: Ensure the correct payment method is selected on the EPOS screen before finalising the bill, as this transaction directly generates a ledger balance on the guest's profile.

Step 8: Review the updated wallet balance

Once payment processing is complete, you will automatically be redirected to the guest's profile. You can now view their updated active prepayment balance alongside a full ledger history displaying the Bill Number, Date, Type, and Value.

If you need a hand, the Journey Support Team is available via live chat on our support portal or at support@journey.travel.