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Account Credits

Last Updated: Nov 30, 2020

Account Credits are viewed in Account / Billing / Credits

Overview

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.

Credits Panel

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.

Actions

Icon

Description

Reverses the selected credit

Deletes the selected credit

Adds a new credit

Edit Credit Panel

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

Unpaid Invoices tab

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.

Disbursements tab

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.

Taxes tab

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.