⚡Quick answer
- Log in to your own Zoho CRM account.
- Open the in-app module named “Prepayment_Receipt_Code.”
- Use that module to raise a request for the generation of a prepayment receipt code. (Always initiate the request from your account to keep records accurate.)
When should I use this guide?
Follow these steps whenever you need to generate a prepayment receipt code for a client in Zoho CRM—typically before any funds are received—so that finance can track and reconcile the payment correctly.
Overview
To initiate a prepayment request, the agent must follow three simple steps inside Zoho CRM.
What is a Prepayment?
A Prepayment is a feature that allows the agent to split a single payment into multiple sub-parts for accurate allocation across different services or numbers.
Additionally, Prepayment is also used to generate an invoice before the actual payment is received, specifically for Enterprise Clients.
WHEN IS PREPAYMENT USED?
EXAMPLE - If a client has multiple numbers and makes a single lump-sum payment via NEFT, the agent can use the prepayment feature to split that payment into multiple parts — each corresponding to a specific number or service.
- For Enterprise Clients, a prepayment can be initiated to generate an invoice beforehand, allowing the client to process their internal approvals and payments accordingly.
Prerequisites for initiating prepayment requests over Zoho CRM
While initiating prepayment requests for invoice generation in Zoho CRM, agents must ensure the following prerequisites are met:
- Specify TAT for Payment. The agent must clearly mention the expected Turnaround Time (TAT) for receiving the payment in the comments section.
- Preferred Mode of Payment: Banking mode (preferably NEFT) should be encouraged for all prepayment requests. This helps avoid the risk of auto-settlement through payment gateways, which may lead to automatic invoice generation. Cancelling such invoices is a time-consuming and complex process.
- Avoid Claiming Prepayment Receipts. For any payment received against a prepayment request, the agent must not claim the payment. Instead, the agent should inform the Accounts Team via email so that the payment can be marked as “No Invoice”, thereby avoiding duplicate invoice generation for a single payment.
- Closure of Prepayment Request in CRM: Once the payment is received, the agent must ensure that the prepayment request is properly closed in CRM. This enables the Accounts Team to maintain accurate tracking of pending and completed transactions.
Adhering to the above steps ensures smooth processing, prevents duplication, and maintains proper financial records.
Step-by-step instructions
Step 1 — Log into Zoho CRM
The agent must log into their respective Zoho CRM account.
Step 2 — Open “Prepayment_Receipt_Code”
Navigate to and open the app/module named “Prepayment_Receipt_Code.”
Step 3 — Raise the request
Using the module, raise a request for the generation of a prepayment receipt code.
Common mistakes to avoid
Agents must ensure they are logged into their own Zoho CRM account before initiating the request; raising it from another account compromises record accuracy and accountability.