How to Add a One-time Transaction to a Customer Account

Nicolas Audet
Nicolas Audet
  • Updated

Overview

This article explains how to add debits or discounts to a customer’s account, including selecting products from subscriptions, the product catalog, or creating custom entries. It provides clear steps to ensure accurate and efficient transaction management.

Add a One-time Transaction

Adding a transaction to a customer account is a straightforward process in the system, whether you’re applying a debit or a discount. This guide walks you through the steps with a flexible and generic example, ensuring clarity for various scenarios.

Step-by-Step Instructions

  1. Access the Customer Account
    Navigate to the desired Customer Account in gaiia.

  2. Go to the Billing Tab
    Click on the Billing tab to access billing-related features.

  3. Go to Transactions sub-tab
    Select Transactions under the Billing section. Here, you can view or add transactions.

  4. Add a New Transaction

    • Click the + Transaction button.
  5. Select Transaction Type
    Choose the type of transaction:

    • Debit Account: For charges like fees or services.
    • Discount: To apply a discount to the customer’s account.
  6. Choose the Product
    At this step, select the product or service linked to the transaction. You have three options:

    • Subscriptions: Select from the products the customer already has assigned.
    • Products: Browse the product catalog to choose a product or discount.
    • Custom Debit/Discount: Manually enter a description and amount for unique transactions.

    Note: When selecting a product:

    • The amount is automatically linked to the product version; to edit the amount, you will need to create a new version of the product or use custom debit/discount
    • Products are sorted into the following categories:
      • [Latest]: Active product, the primary version of a product.
      • [No Longer Offered]: Older versions of products that are not the primary version anymore.
      •  
  7. (Optional) Leave an Internal Note
    You can add a note to provide context or additional details about the transaction. This is optional but recommended for clarity.

  8. Add the Transaction
    Click Add to save the transaction. It will now appear in the customer’s account under the Transactions section.

By following these steps, you can effectively manage customer account transactions, ensuring accurate billing and customer satisfaction.

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