Handling Overpayments

Occasionally a customer overpays an invoice. For example, if they were invoiced for £10.00, they may accidentally pay £12.00. If this occurs, please use the following process:

Step 1: Create an invoice for the overpayment

Go to Invoices in the navigation bar and click New Invoice to create a new invoice for the customer. Select a range of dates such that no bookings will be added to the invoice. This will create a blank invoice.

On the invoice, click Add Invoice Line and enter "Overpayment" as the Description and the amount of overpayment as the Amount.

You do not need to send the invoice if you don't want to.

Step 2: Create a credit invoice to balance it

Go to Invoices in the navigation bar and create another new invoice for the customer in the same way. On this invoice, click Add Invoice Line and enter "Credit for overpayment" as the Description and the amount of the overpayment as a negative number.

Important: If you sent the invoice at Step 1 (using Send by Email or Mark as Sent), you must also send the invoice at Step 2. Equally, if you did not send the invoice at Step 1, do not send the invoice at Step 2 either.

Step 3: Enter the payment

Enter the customer's payment. It should allocate to the original invoice and also to the first invoice you created at Step 1.

Next time the customer makes a payment, it will allocate to the credit invoice to offset the overpayment.

Notes

• You may need to manually adjust any allocations the system makes when entering payments to ensure the payment is allocated how you need.

• You can use the Statement of Account and the other financial reports in Reports to keep track of your customers' accounts.