Recording Purchases of Services Credits

When a customer purchases services credits, you must create services credits customer purchase records. Each record represents a defined number of credits that have been purchased on a given date, with the same value, amount paid, start, and expiry dates. For example, if the customer purchases 10 services credits for 100 USD, and 5 services credits for 250 GBP, those two purchases are recorded as separate services credits customer purchase records.

Note:

Ensure that the PSA - Manage Services Credits Customer Purchases permission set is assigned to you if you want to create, edit, or expire services credits customer purchase records.

You can create services credits customer purchase records:

  • From the Services Credits Customer Purchase tab
  • From an opportunity, if that opportunity has services credits products associated with it.

Creating Records from the Services Credits Customer Purchase Tab

To create a services credits customer purchase record:

  1. From the App Launcher, search for and select the Services Credits Customer Purchases tab.
  2. Click New. The New Services Credits Customer Purchase window displays.
  3. In the Account field, select the account of the customer making the purchase.
  4. In the Start Date field, select the date from which the services credits are available to use.
  5. In the Expiry Date field, select the date after which the services credits will no longer be available to use.
  6. In the Number of Services Credits field, enter the number of services credits purchased. For example, 200.
  7. In the Value per Credit field, enter the value for a single credit. For example, 100.
  8. In the Amount Paid per Credit field, enter the amount paid for a single credit. For example, 80. Completing this field is not required when it is configured via custom setting to automatically sync with the Value per Credit field.
  9. [Optional] In the Description field, enter the description for the services credits customer purchase.
  10. In the Currency field, enter the currency for the services credits.
  11. [Optional] Select the Draft checkbox if you want to mark the purchase as a draft. For more information, see Marking a Services Credits Customer Purchase as Draft.
  12. Click Save. The new services credits customer purchase record is created.

After a services credits customer purchase record is created for a customer, the services credits are available for allocation to milestones in that customer's project. For more information, see Managing Services Credits.

Notes:
  • Due to its financial implications, the Account, Number of Services Credits, Currency, Value per Credit, and Amount Paid per Credit fields cannot be edited after the purchase record is saved unless the purchase is marked as a draft.
  • The Services Credits Allocated, Services Credits Expired, and Services Credits Available fields are populated automatically when the credits are allocated. For more information, see Services Credits Customer Purchase Fields.
  • The services credits customer purchase record cannot be deleted once the services credits in the record are allocated to a milestone.
  • Your administrator can configure the Amount Paid per Credit field to automatically sync with the Value per Credit field via the Sync Amount Paid with Value per Credit custom setting field. For more information, see Services Credits Settings.

Creating Records from an Opportunity

If you have opportunities that have products associated with them that are eligible for services credits customer purchases, you can create services credits customer purchase records from the opportunity.

Tip:

Products are eligible for a services credits customer purchase if they have a value greater than zero in the Services Credits field. If products have a Services Credits field that is blank or 0, they do not display on the Create Services Credits Customer Purchase window. To use these products you must update the Services Credits Value field on the product.

To create a services credits customer purchase record from an opportunity:

  1. From the App Launcher, search for and select the Opportunities tab.
  2. Select the opportunity that you want to create services credits customer purchases for.
  3. Click Create Services Credits Customer Purchase. The Create Services Credits Customer Purchase window displays. Products on the opportunity that have a value in their services credits field are included. Products that have an existing services credits customer purchase record are excluded.
  4. The Value Per Credit and Amount Per Credit fields are automatically populated with values calculated from the total product price and the number of services credits. You can amend these fields if required.
  5. The Start Date defaults to today's date, and the Expiry Date default's to one year from today. You can amend these dates.
  6. [Optional] You can amend the product description if required.
  7. Click Create. The new services credits customer purchase record is created.

Marking a Services Credits Customer Purchase as Draft

While none of its credits have been allocated or expired, you can mark a services credits customer purchase as a draft to edit its fields as needed.

To mark a services credits customer purchase as a draft, select the Draft checkbox when you create or edit the record.

While a purchase is in draft status:

  • You can update its fields as many times as needed.
  • You cannot allocate or expire its credits.
Notes:
  • You cannot mark a services credits customer purchases as a draft once credits have been allocated or expired from it.
  • Your administrator can define the default status for new services credits customer purchases via the Default SC Customer Purchases to Draft field on the Services Credits Settings custom setting. For more information, see Services Credits Settings.

Removing the Draft Status from a Services Credits Customer Purchase

If you want to start redeeming credits from a draft purchase, you must first remove the draft status. To do this, deselect the Draft checkbox on the record.