If an Invoice-type Sales Order is over- or underpaid, you can manually create Credit Memos and Write-offs to correct the balance. A Credit Memo designates an overpayment on an Invoice as credit towards the user to be used at a later date. A Write-off is used when an Invoice is underpaid. It matches the underpaid amount on the Invoice.
Staff users can manually create Credit Memos and Write-offs if the Invoice Overpayment Credit Memo and Invoice Write-Off Limits fields are undefined on the Business Group.
Navigate to the overpaid or underpaid Sales Order record that has been converted to an Invoice.
On the Detail page:
Click the Create Credit Memo action for an overpaid invoice.
Click the Write Off Balance action for an underpaid invoice.
The page will reload to create the Write Off or Credit Memo.
Once the Credit Memo is created, then the purchasing Customer Entity (either Account or Contact) will have an increase in the Outstanding Credit field equal to the amount of the credit.
Alternatively, once the Write Off is created, there will be an Adjustment Invoice Line to cover the underpaid amount and a corresponding Journal Entry.
Creating a Manual Credit Memo
Navigate to the Credit Memos tab.
Click New. The New Credit Memo modal will open.
Type the appropriate Account for the Account field.
Type the appropriate Contact for the Contact field.
Select Account or Contact from the Entity dropdown menu. This designates whether the Credit Memo is added to the Contact or the Account.
Type the appropriate Business Group in the Business Group field.
Select Draft from the Status dropdown menu.
Type the Amount for the Credit Memo in the Amount field.
Type the Debit Account for the Credit Memo in the Debit Account field.
If the Credit Memo will be used to record money received but staff do not know which Invoice to apply the payment to, identify the cash/deposit GL Account.
If the Credit Memo will be used to move money from a Sales Order or Invoice purchase to pay for the purchase of another Item, identify the Income Account on the Item originally purchased.
Type the Credit Account for the Credit Memo in the Credit Account field. This will typically be the GL Account identified in the Business Group field or Credit Memo Account.
Select Save. The Credit Memo record page will open.
When you're ready to make the Credit Memo available:
Check the Is Posted checkbox on the Credit Memo's Details section.
The Status field will show as Posted. The Posted Date field will populated with Today. A transaction record and its Transaction Lines will be created.