QWin 2015: Why doesn't an overpayment clear an invoice every time?

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I am using Q2015 H&B. My problem: We'll say the invoice is for $375, and the customer pays $380; sometimes it will show the invoice with a "c" and the payment with a "c", and sometimes it won't, ie, one customer it shows both cleared, another one it doesn't. Other times, it won't show the invoice cleared at all. It is not consistent. Then, when I apply a credit for the $5, it changes my unpaid invoices total to $10 less, rather than $5 less, as if there were a $10 overpayment rather than $5.How do I carry over the credit to next years invoice, so it applies when I write the invoice, so the customer does not send it the full balance, and I have to carry the credit over again.
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Joette Anderson

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  • frustrated!

Posted 7 months ago

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UKR, SuperUser

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It's important that you always record payments in the same Customer Invoices account that you originally created the invoice in, not your checking account.

When recording the payment, be sure to always check the "Apply existing credits" field.

When a customer overpays you, he/she is due a Refund, not a Credit.

If a customer has overpaid and you have not recorded, written and mailed a refund check, you cannot automatically identify on a new invoice what the customer's current account balance is. You'd need to create the new invoice in full followed by a Customer Statement to show the actual Total Due including the past overpayment and provide that to the customer together with a note "Pay only $xxx".

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Joette Anderson

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I do record payments by opening invoices and going to accept payment, so still don't know why sometimes it does, and sometimes it doesn't!

Makes sense about the refund, I always looked at it as "a credit towards the next invoice", but will re-think it.

I will just have to make a notation on their next invoice that they owe $5 less because of overpayment the last time.