Account Credits are viewed in Account / Billing / Credits
From this screen you can view, add, disburse, reverse, delete and modify credits issued to the account.
Below you will find an overview of all panels and tabs on this screen followed by guides walking you through actions you can perform.
The Credits panel towards the left of this screen shows credits that have been added and their current status. Credits listed here will show the amount still left undisbursed or be listed as 'Disbursed'. From this credits list you can select an existing credit and view/edit it on the Edit Credit panel to the right. Actions are also available in this panel which are shown as icons above the Filter text box. The available actions are described below.
Reverses the selected credit
Deletes the selected credit
Adds a new credit
The information in this panel reflects the currently selected credit. From here you can modify credit details (fields will display a red left border if a value is required and purple text if the field is read-only and cannot be modified).
Credit Fields and Options:
Account: the account the credit was applied to. This may be a different account than the account you are viewing if the account the credit was applied to is setup to invoice its charges to the account you have loaded (for instance a child account may be listed in this field)
Amount: the amount of the credit
Automatic disbursement: if set the credit will disburse to the oldest unpaid invoices automatically. If unset you can manually disburse the credit to the invoice(s) of your choice when the credit is added to the account or at a later date. This option will not be shown when viewing a credit that has been fully disbursed
Date: the date of the credit. If no date is specified this field will default to the current date
GL Posting Date: the date the credit was applied from a reporting / financial period standpoint
Service: the service the credit applies to. Taxes applicable to this service will be added to the credit if the service is not configured to be tax exempt
Detail: additional information about the credit that can be used for internal purposes or shown on invoices (if invoices are configured to display this detail). This should briefly describe why the credit was issued/what the credit is for
Created By: indicates which user who created the credit. This field will appear when viewing/editing a credit but not when adding a credit
Issued Invoice (auto-populated): the invoice the credit was issued to (if any). This field will appear when viewing/editing a credit but not when adding a credit
Period Start / Period End: the period that the credit applies to. E.g. if you are issuing a credit for ten days of service then the start and end dates should span the ten days that the credit was granted for
Show On: determines if the credit should be displayed on an invoice, a credit note or both an invoice and a credit note
This tab displays unpaid invoices and the balance owed for each invoice, if unpaid invoices do not exist this tab will not appear. A credit can be partially or fully disbursed to one or more unpaid invoices from this tab, providing the 'Automatic Disbursement' setting has not been enabled.
When you select a saved payment this tab will appear showing you what invoices the credit was previously disbursed to. From here you can also undo disbursements to invoices that the credit was previously disbursed to.
This tab will display taxes that were added to the selected credit (if taxes were applicable to the service that was selected on the credit). Taxes are applied on top of the credit, increasing the credited amount.
Under the Credits heading on the left click the icon
Under the Add Credit heading on the right enter the credit details
If you wish to disburse the credit amount manually leave the 'Automatic Disbursement' option unchecked and you will be able to disburse the credit after it has been saved
Click Save to add the credit to the account
To manually disburse the new credit click on the Disbursements tab and apply the credit amount to the desired invoice(s)
Under the Credits heading on the left click the credit you wish to edit
Under the Edit Credit heading on the right modify the credit details
To manually disburse a credit (which is not set to auto disburse) click on the Disbursements tab and apply the credit amount to the desired invoice(s)
Click Save when you have finished making changes
Note: Credits which have not been issued to an invoice will not be reversible. To remove a non-issued credit simply delete it.
Under the Credits heading on the left select the credit you wish to reverse
Under the same Credits heading click the icon
On the Reverse Credit pop-up specify the Date of the reversal and if desired the Detail and Posting Date then click Reverse
The reversal for the full amount previously paid will now appear in the Credits list
Note: Reversals and credits which have been issued to an invoice cannot be deleted. Issued credits can be reversed however.
Under the Credits heading on the left select the credit you wish to delete
Under the same Credits heading click the icon
On the confirmation dialog that appears select Yes