Over payments

Sometime customers over pay you in error. To manage the credit note cycle is a 3 step process.

  1. Create an invoice to apply against the overpayment
    1. Go to Add > Sale
    2. From the Type drop-down box Select Tax Invoice
    3. Contact is the client who made the overpayment
    4. Make the date the same as the payment received
    5. Summary is something like “Overpayment of Invoice”
    6. Choose Layout to be “service”
    7. Select Account to be “Liability: Deposit Received”
    8. Enter the amount overpaid
    9. Then Click Save
  2. Create an adjustment note to apply against the future invoice
    1. With the invoice created above still open, click the DUPLICATE button at the bottom of the screen
    2. Once created, from the Type drop-down box Select Adjustment note
    3. Leave everything else the same except maybe in the description put “Credit on Overpayment of Invoice”
    4. Change the amount to be a minus
    5. Then Click Save
  3. Now you can match the overpayment off your bank feeds
    1. Open your Bank Feed page
    2. Find the transaction which is overpaid and click the hour glass icon, then click unpaid sales
    3. Enter the contact and fill in the date field which applies to the transaction.
    4. Click Show
    5. You should now see the 2 invoices. Tick them and click RECONCILE AGAINST SELECTED

You could send the adjustment note to the client for them to apply against the next month’s invoice so they don’t pay the full amount.