When a customer pays more than the selected invoices, or pays without selecting invoices, the extra amount becomes refundable In-Store Credit on the company. Confirm the overpayment on Make Payments, then complete the Apply Payment dialog.
Table of Contents
- Important Information
- Convert an Overpayment on Selected Invoices
- Record a Deposit as In-Store Credit
- After the Payment Posts
- Frequently Asked Questions
- Related Articles
Important Information
- You must select Confirm Overpayment Amount before Pay is available.
- The extra amount posts as refundable In-Store Credit on the company.
- You cannot complete a payment when Total Payment Amount is less than Selected invoices total.
- Changing the customer, location, Total Payment Amount, or invoice selection clears Confirm Overpayment Amount. Select it again before you pay.
- Location is required.
Convert an Overpayment on Selected Invoices
Navigate to Accounting / Make Payments.
1. Select the Customer.
2. Select the Location.
Note: After you select a customer, open orders and invoices load. Total Balance and Available Credit appear.
3. Select one or more invoices.
4. Enter a Total Payment Amount that is greater than Selected invoices total.
Note: Confirm Overpayment Amount appears with the extra amount.
5. Select Confirm Overpayment Amount.
6. Click Pay.
7. Select a Payment Method.
8. Complete the required fields for that method (for example, Check Number for Check).
Note: Which methods appear depends on what your administrator has enabled under Settings / Accounting / Payment Methods. For more information, please see Taking Payments.
9. Click Submit Payment.
Record a Deposit as In-Store Credit
On Make Payments, you can record a deposit when the company has no open invoices, or when you leave all invoices unselected. The full Total Payment Amount is the overpayment and posts as refundable In-Store Credit.
1. Select the Customer.
2. Select the Location.
3. Enter a Total Payment Amount.
Note: Leave invoices unselected. Selected invoices total stays $0.00, and Confirm Overpayment Amount matches the amount you entered.
4. Select Confirm Overpayment Amount.
5. Click Pay.
Note: Complete the Apply Payment dialog the same way as in Convert an Overpayment on Selected Invoices.
After the Payment Posts
After you click Submit Payment, the extra amount posts as refundable In-Store Credit. Available Credit on Make Payments increases by the overpayment amount.
On Accounting / Search Payments, the extra amount appears as Type Transfer to Credit (RC).
a. Transfer to Credit (RC) identifies the overpayment that posted as refundable In-Store Credit.
To apply the credit to later invoices, see Using In-Store Credit. To refund the credit, see Refunds and Company In-Store Credit.
Frequently Asked Questions
1. Why is Pay unavailable?
Answer: Select Confirm Overpayment Amount. Pay stays unavailable until the overpayment is confirmed. Also confirm that Customer and Location are selected, and that Total Payment Amount is not less than Selected invoices total.
2. Can I pay less than the selected invoices?
Answer: No. When Total Payment Amount is less than Selected invoices total, the payment cannot be completed. Adjust the amount or the invoice selection.
3. What kind of In-Store Credit does an overpayment create?
Answer: Refundable In-Store Credit. The extra amount appears as Transfer to Credit (RC).
4. How do I use or refund the credit later?
Answer: Apply it as a payment method from Make Payments or from an order. For more information, please see Using In-Store Credit. To refund it, see Refunds.