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# Prepayment settings

Advance settings determine how Zoyya requests and processes an appointment advance: how much is charged, how much time the client has to pay, what happens after the deadline, and what rules are displayed to the client.

This article applies to the partner Zoyya web application on desktop and mobile. It explains the fields on the **Prepayments** screen.

## When to use this option?

These settings are used when:

1. location includes advances,
2. the down payment percentage should be changed,
3. the payment term needs to be changed,
4. should include or exclude appointment cancellation after the payment deadline has expired,
5. the deadline for canceling an appointment that affects the refund of the advance should be changed,
6. you need to review the texts that are displayed to the client,
7. the advance payment rules should be harmonized with the way the location works.

## Operation steps

### Edit settings

1. Open the prepayment screen:
   * on desktop: **Settings > Branch data > Prepayments**;
   * on mobile: **Main menu > Business > Settings > Branch data > Prepayments**.
2. Turn **Prepayments enabled** on or off.
3. Enter a percentage from 0 to 100 in the **Advance amount (%)** field.
4. Enter the number in the **Deadline for payment** field.
5. Select **days**, **hours** or **minutes** from the time drop-down menu.
6. Turn **Cancel appointments that have not been paid on time** on or off.
7. In the **Deadline for cancellation (x hours before the start)** field, enter the number of hours.
8. View **Advance refund policy**.
9. View **Payment request description**.
10. Click **Save**.

### Statuses before editing and use

1. Check the statuses at the top of the **Prepayments** screen.
2. If Stripe is set for the location and **Stripe account set up** has a red error, open [Stripe - registration, verification and login](https://zoyya.crisp.help/en/article/stripe-registration-verification-and-login-desktop-1nt6ihf/).
3. If the location is set to Viva Wallet and **Viva Wallet Merchant ID** or **Viva Wallet API key** have a red error, open [Viva Wallet - connecting to Zoyya](https://zoyya.crisp.help/en/article/viva-wallet-connecting-to-zoyya-desktop-1skecgt/).
4. If another supported provider is set for the location and the provider status has a red error, contact Zoyya Support.
5. If **Data required for invoicing** has a red error, please contact Zoyya support to verify data for invoices and fiscalization.

Saving advance settings is blocked when required information is missing for the selected online payment provider. A red error on the status **Data required for invoicing** means that the data for invoices and fiscalization are not completely ready; Advances are then not used operationally until Zoyya Support completes verification.

|| Important: Advance settings are edited for the location. Online payments must be set up before editing settings.

Details about online payments are described in [Setting up online payments](https://zoyya.crisp.help/en/article/setting-up-online-payment-desktop-vjh3qe/). Activation and operational use are described in [Prepayments - setup and use](https://zoyya.crisp.help/en/article/prepayments-setup-and-use-desktop-eweiho/).

### Advance payment enabled

The **Prepayments enabled** setting enables or disables the acceptance of advance payments for the location.

It is used when the location wants a part of the amount to be charged in advance for appointments.

When the setting is off, advances for appointments are not active. Online payments remain set up for other supported online payments.

Before making the change, you should check whether the location uses advances in online reservations and with clients marked with **Ask for an advance payment for the reservation**.

### Advance amount (%)

The field **Advance amount (%)** determines the percentage of the total price of services that is charged as an advance.

The value must be from **0** to **100**.

Example: if the total price of services is 80 EUR, and the **Advance amount (%)** is 50, a payment request of 40 EUR is sent to the client.

This setting affects the client because it determines the amount he has to pay before the appointment. Before making the change, you should check whether the percentage corresponds to the actual policy of the location.

### Deadline for payment

The **Deadline for payment** field determines how long the client has to pay the payment request.

The deadline consists of a number and a time unit. Available units are:

1. **days**,
2. **hours**,
3. **minutes**.

After the deadline, the request is no longer valid. When the cancellation of unpaid appointments is included, the expiration of the term also affects the status of the appointment according to the system rules.

When the appointment is closer than the entered deadline, the payment deadline does not exceed the appointment's start time.

This setting is important to the client because it determines when the advance payment should be made. A deadline that is too short creates a risk that the client will not be able to pay, and a deadline that is too long delays the appointment without timely confirmation of payment.

### Cancel appointments that have not been paid on time

The **Cancel appointments that have not been paid on time** setting determines what happens to an appointment when the payment deadline expires.

For an online booking that requires a prepayment, the appointment is cancelled automatically when the payment deadline expires.

For an appointment entered manually by the location where a payment request was sent, this setting determines whether the appointment is cancelled automatically after the deadline or remains in the calendar with an expired-deadline indicator.

If no payment request was sent for a manually entered appointment, this setting has no effect on the appointment.

This lets the location decide whether a manually entered appointment should be released after the payment deadline or remain visible for further coordination with the client.
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### Appointment cancellation deadline (x hours before the start)

The deadline is viewed and edited on the **Prepayments** screen, in the **Deadline for cancellation (x hours before the start)** field.

The entered number determines how many hours before the appointment the client can still cancel and receive a refund of the paid prepayment.

Example: the appointment is tomorrow at 15:00 and the deadline is 24 hours. To receive a prepayment refund, the client must cancel by 15:00 today.

|| Important: An appointment with a paid prepayment uses the deadline on **Prepayments**. This deadline takes precedence over the general cancellation deadline under [Settings > Branch > Online reservations](https://zoyya.crisp.help/en/article/how-to-set-up-online-reservations-desktop-1w6puoh/).

#### What the client sees

Before confirming the booking and later in the appointment details, the client sees the deadline for cancelling with a refund of the paid prepayment.

While the deadline is still open, the client sees **You can cancel the appointment until...**. After it expires, the client sees **Cancellation deadline expired...**. A paid appointment also displays the note **Cancellation of appointment with refund of the paid deposit**.

When the client opens the cancellation flow, the message shown before confirmation clearly states whether the prepayment will be refunded.

|| Important: **Cancellation before the deadline:** When the client opens the cancellation flow before the displayed deadline, the confirmation window says **Your payment will be refunded in full.** Confirming cancels the appointment and initiates the paid prepayment refund.

|| Important: **Cancellation after the deadline:** When the client tries to cancel after the displayed deadline, the appointment details show **Cancellation deadline expired**, and the confirmation window says **Uh, the deadline for canceling this appointment has passed. Your payment cannot be refunded.** Confirming cancels the appointment without refunding the prepayment.

#### What the staff member sees in Zoyya

For an appointment with a paid prepayment, the cancellation window displays **Refund payment**. The option is selected by default before the timely cancellation deadline and is not selected by default after the deadline.

The exact appointment cancellation and paid prepayment refund procedure is described in [Issuing a refund from the cash register (desktop)](https://zoyya.crisp.help/en/article/issuing-a-refund-from-the-cash-register-desktop-b7zawu/).

Before changing this deadline, you should check whether the deadline is in line with the office's rules for canceling an appointment and refunding an advance payment.

### Advance refund policy

|| Important: **Advance refund policy** and **Payment request description** fields are not editable on the **Prepayments** screen. To change these texts, contact Zoyya support.

The **Advance refund policy** field displays text explaining the terms of appointment cancellation and advance refund.

The text helps the client understand:

1. until when the appointment is canceled according to the refund rules,
2. what happens in case of cancellation,
3. which amount of the advance refers to the payment request,
4. what is the deadline for payment.

### Description of the payment request

The **Payment request description** field displays the text used with the payment request.

The text helps the client understand what he is paying the advance for, when he has to pay and to which term the request applies.

## Connected

* [Prepayments - setup and use](https://zoyya.crisp.help/en/article/prepayments-setup-and-use-desktop-eweiho/)
* [Issuing a refund from the cash register (desktop)](https://zoyya.crisp.help/en/article/issuing-a-refund-from-the-cash-register-desktop-b7zawu/)
* [Setting up online payments](https://zoyya.crisp.help/en/article/setting-up-online-payment-desktop-vjh3qe/)
* [How to set up online reservations (desktop)](https://zoyya.crisp.help/en/article/how-to-set-up-online-reservations-desktop-1w6puoh/)
* [Registration of business premises for online payment (computer)](https://help.zoyya.com/en/article/registering-business-premises-for-online-payments-10famdl/)
* [Stripe - registration, verification and login](https://zoyya.crisp.help/en/article/stripe-registration-verification-and-login-desktop-1nt6ihf/)
* [Viva Wallet - connecting to Zoyya](https://zoyya.crisp.help/en/article/viva-wallet-connecting-to-zoyya-desktop-1skecgt/)