Allocating credit to invoices may be necessary in certain instances, for example, when someone has paid upfront for a package that includes multiple sessions, partial credit will need to be allocated to invoices as they attend sessions. Another example is when someone has paid for a product or event, and has now requested a refund.
Here's how to deal with these scenarios:
If your client paid their invoice, you could void the invoice. This will turn the payment into a credit which can then be cancelled by a negative payment, presumably via the same payment method the client paid.
In essence, you should have 2 payments of the same amount, one positive and one negative reflecting the payment and the refund.
NB: Please note that negative payments should not be allocated to invoices, only added as payments.
1. Allocate payment received from client if not automatically reconciled already in Accounts > Payments
2. Now, allocate the payment to the invoice in Accounts > Invoices and mark it as paid and click 'Save'
3. If you want to turn the payment into credit, go back to the invoice and mark the invoice as 'Void'
4. Next, you will need to refund your client and add a negative payment to reflect the refund
5. Your statement will reflect the refund as in the image below:
1. Void the invoice in Accounts > Invoices and click 'Save'. This will turn the payment into a credit which can be used later.
2. The credit will stay in their account until allocated to a new invoice
In this scenario, a client has paid upfront for a discounted sports massage package that includes multiple sessions, partial credit will need to be allocated to invoices as they attend sessions.
1. Allocate payment received from client if not automatically reconciled already in Accounts > Payments
2. Once a service has been rendered, an invoice needs to be issued. This needs to be done after every session as part of the purchased package.
The video below shows how to allocate partial credit to an invoice as per the above example.