How to Handle a Customer Overpayment

This guide provides instructions for handling a customer overpayment, whether they have an existing open balance or not.

If the Customer Has an Open Balance

Follow these steps to apply the overpayment to the current invoice and create a credit for the remaining amount.

1. From the customer's account, click Invoice History.

2. Highlight and select the invoice.

3. Click Payments.

4. Enter the FULL payment amount (the total amount the customer paid).

5. Click OK to apply.

6. Click Apply Payment.

7. Check the box next to the invoice.

8. Select 'Apply Payment to Tagged Invoices'.

9. Enter the check number or payment type (e.g., "CASH," "Money Order #") in the Check# field.

10. Click OK.

11. Click Close.

The remaining overpayment amount will be automatically added as a credit and can be found in the Credit History.

If the Customer Does Not Have an Open Balance

If the customer has no open balance, you can add the overpaid amount directly as a prepaid credit.

1. From the customer's account, click Credit History.

2. Click Insert.

3. Enter the $ amount.

4. Press the TAB key on your keyboard.

5. Select *PREPAID as the credit type.

6. Enter the check number or payment type (e.g., "CASH," "Money Order #") in the Check field.

7. Add any relevant Descriptions.

8. Click OK to save.

Note: If you want the credit to apply only to a specific type of invoice, uncheck the box next to 'Can be applied to...Recurring/Product Invoice.' This forces the system to apply the credit only to the designated invoice type.