Credits Enhancement - Posting Credits to Invoices

Modified on Wed, 6 May at 3:26 PM

Overview

This guide explains how to use the Post Credits – Open Invoice List to apply discount or prepaid credits across multiple open invoices for a single customer. It covers how to access the feature, how to manage and filter invoices, and the recommended order for applying discount and prepaid credits.

For instructions on how to navigate to the Apply Credits screen itself, refer to the article Untitled Article (Billing & Payments, May 6, 02:04 PM), which covers both access methods in full.

Post Credits – Open Invoice List Overview

Once you have selected a customer account, the Post Credits – Open Invoice List window displays the following:

Item	Description
Discount Credit	Amount of discount credit available to apply to open invoices
Prepaid Credit	Amount of prepaid credit available to apply to open invoices
Open Invoice Panel	All invoices with an open balance for the specified customer
Totals (bottom right)	Total open balances of listed invoices and discountable balance

Managing Invoices

Changing an Invoice

To open and make changes to an invoice:

Highlight the invoice you want to change.
Click the Change Invoice button.
The invoice will open in a separate window where you can make any adjustments necessary.

Changing a Late Fee

If you need to adjust or remove a late fee from an invoice:

Highlight the invoice.
Click Change Late Fee.

Viewing Credit History

Click the Credit History button to view the credit history for the specific customer. The credit history displays:

All credits
Available credit amounts
Which invoices credits have been applied to

Filtering by Invoice Type

By default, both product and recurring invoices are shown in the list. If you would like to apply credits to only product or recurring invoices:

Uncheck the applicable invoice type box.
The unchecked invoice type will no longer appear in the list.

Applying a Credit

Use the steps below to tag invoices and apply either a discount or prepaid credit amount.

Tag invoices individually or click Tag All to select all listed invoices.
Enter the amount of credit to apply — enter the amount in either the Discount or Prepaid field.
Click Apply Credit to Tagged Invoices.

⚠️ IMPORTANT

Do not enter amounts in both the Discount and Prepaid fields at the same time. Enter an amount in one field only per application.

Applying Discount Credits

Because discount credits reduce the amount of the invoice before tax, it is recommended that discount credits are applied before any prepaid credits.

Steps to Apply Discount Credits

Tag the invoice(s) you would like to apply the credit to.
Enter the Discount Credit amount.
Click Apply Credit To Tagged Invoices.

⚠️ NOTE

The Discountable balance is shown in the bottom right-hand corner of the window. The tagged invoice amounts are shown in the top right of the window. Once the credit has been applied, the remaining discountable balance (if any) is displayed in the bottom right corner of the Post Credits – Open Invoice List window.

Applying Prepaid Credits

Steps to Apply Prepaid Credits

Tag the invoice(s) you would like to apply the credit to.
Enter the Prepaid Credit amount.
Click Apply Credit To All Tagged Invoices.

⚠️ NOTE

The Open Invoice total is shown in the bottom right-hand corner of the window. The tagged invoice amounts are shown in the top right of the window. Once the credit has been applied, the remaining balance (if any) is displayed in the bottom right corner of the Post Credits – Open Invoice List window.

Credit Tips — Controlling Where Credits Can Be Applied

When creating discount and prepaid credits, you can control which invoice type the credit can be applied to. The steps below apply at the time of credit creation:

Select Recurring, Product, or both. The default setting is for both invoice types.
Enter the amount of the credit.
Click Type Of Credit to select the credit type — *Prepaid or Discount.

⚠️ NOTE

Credit type Prepaid (without the asterisk *) is reserved for Cornerstone Billing use only. Always select *Prepaid when creating a prepaid credit for a customer account.

Example

If you have $170 total discount credit where:

Credit Allocation	Invoice Type	Amount
Product invoices only	(P) Product	$125.00
Recurring invoices only	(R) Recurring	$45.00

The split between (P) and (R) reflects the selection made when the credit was originally created. Credits will only appear as available for the invoice type(s) they were assigned to at creation.

Need Additional Help?

Our Customer Success team is here to assist you.

Phone: 847-405-9517 x1
Email: customer.success@alarmbills.com