Overpayment On Invoice

Task/Problem Overview

This knowledgebase article will discuss how to handle when a customer has overpaid their balance.

Receiving Money

• Open Receive Money Screen

  

• Search for the customer that is paying

  

• If you are having trouble finding the customer search by invoice number by clicking the binoculars icon next to the customer search window

  

• Enter invoice number & click search

  

• Be sure that the correct warehouse is selected (the warehouse the invoice was originated from)

  

• Once you have entered the proper search criteria to find the single invoice or group of invoices you are going to receive money on you will see them populate in the invoices screen

• At this point, enter the amount of money that you are receiving

  

• Enter the method of payment you are receiving

  

• Enter the date received

  

• Enter the Check No. if applicable (Check No. window will only be present if you select check for payment method)

  

• Enter the deposit account

  

• Select the invoice(s) this payment is being received against by checking the box next to said invoice

• The row will be color-coded green if there are enough undisbursed funds from the Amount window to cover the invoice and pink if it is a partial payment.

• Click Post & New OR Post to finish receiving the payment. Post & New will re-set the Payment Information Filters and Post will just clear the invoice you are paying without clearing the filters. In other words, if you click “Post”, you will stay in the same screen reviewing the remaining outstanding invoices for that customer.

  

• This concludes the basic workflow of receiving money.

Entering an Overpayment on an Invoice

In the case that you receive a check for your customer for more than they owe, follow the same process as described in the Receive Money section above until you post the funds.

• Click Post

  

• You will be prompted on how you want to handle the overpayment

  

• To credit the customer’s account, select the relevant radio button and accept

  

• This will automatically create a credit for the customer's account

• To refund the customer, select the relevant radio button and accept

  

• You will be prompted to write a check to refund the overpayment amount

• To write the remaining amount off, select the relevant radio button

  

• Choose the proper ledger account for the write-off income and accept