Give credit to overpaying customer

Question asked by Quinn Daley 9 years ago

Hi community! Apologies if this is answered in a thread elsewhere.

I've just uploaded a bank statement in which a customer has overpaid on an invoice. ClearBooks won't let me "explain" the transaction with the invoice alone, because the full amount isn't explained.

What I'd like to do is leave the remaining balance as credit on the customer's account, which I can add as a payment on the next invoice to that customer.

Is there a way to do this in ClearBooks?

Thanks for your help!

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7 Replies

Hi Rich - yes, as John says, it sounds odd, I've just tried it on mine and it worked fine. In case it helps the only things I can think of is that someone has set up another Trade debtors account (ie not the system one) or when you explain the £24 the customer is not shown in the From box.

Just for the future, if you have Quick pay toggled on you can actually go to the invoice and enter the full sum. This pays off the invoice and puts the extra in unallocated cash, all in one operation. The downside is that, when you import the bank statement you can't reconcile the sum against the Quickpay item. So all you do is "delete" it on the bank statement.

Best answer
9 years ago

Hi Rich - if you explain the operpaid balance to the Trade debtors account it will stick the unpaid sum on the Money > Unallocated cash screen with a green icon next to it to use when the next invoice is raised. Alternatively, in the new invoice itself you can use the "Allocate" button to go to the same place to allocate the overpayment.

9 years ago

Hi Paul - thanks for the advice.

I don't have a "Trade debtors" account code and when I tried "Other debtors" it created an invoice instead of putting it in unallocated cash.

How do I create myself an account code that puts money in unallocated cash?

9 years ago

Followup: I found the Trade debtors account code and added it to "Show in Sales" but when I explain the remaining £24 to it, it creates an invoice rather than putting the money in unallocated cash.

9 years ago

Hi Rich,

That's odd, this should work - would it be ok to raise this as a ticket with the details of the transaction and we will investigate what has happened and how to correct?

9 years ago

Hi Rich - yes, as John says, it sounds odd, I've just tried it on mine and it worked fine. In case it helps the only things I can think of is that someone has set up another Trade debtors account (ie not the system one) or when you explain the £24 the customer is not shown in the From box.

Just for the future, if you have Quick pay toggled on you can actually go to the invoice and enter the full sum. This pays off the invoice and puts the extra in unallocated cash, all in one operation. The downside is that, when you import the bank statement you can't reconcile the sum against the Quickpay item. So all you do is "delete" it on the bank statement.

Best answer
9 years ago

OK! It worked the next time. I think I must have accidentally selected either "Trade creditors" or "Other debtors" last time when I meant to say "Trade debtors".

Thanks for all your help!

9 years ago

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