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Payments and Credits

Prerequisites

Overview​

Payments and credits are financial transactions that adjust the balance of a billing account. They can be used to apply payments received from clients or to issue credits for overpayments or adjustments. Payments and credits operate using a similar workflow within the billing system.

Creating a Payment or Credit​

tip

There are three ways to create a payment or add credit:

  • Navigate to "Financial -> Credits/Payments" page, depending on which entity you want to create, and click on "Add"
  • Navigate to the billing account and select "Add Payment" or "Add Credit" from the actions menu
  • (Credits only) If you would like to credit a specific case invoice, navigate to the case, open the Line Items table, open "Financials" view, and click on "Add Credit"

All above ways work the same way by simply opening a form dialog.

The following information is required to create a payment or credit:

  • Amount: Enter the monetary value of the payment or credit
  • Recipient: Select the target billing account that will receive the payment or credit

When you create either a payment or credit transaction, the system will automatically increase the "available credit" balance for the specified billing account. This represents funds that are available to be applied but have not yet been allocated to specific invoices.

At this stage of the process, it is important to note that the payment or credit has not been applied to any specific invoices. The transaction exists as an available credit balance that can be utilized at a later time. This allows for greater flexibility in managing how funds are allocated across multiple outstanding invoices. To apply it, you need to select the available invoices for the billing account. This will apply the "available credit" balance to the "outstanding balance" of the billing account.

Payment/Credit Applications

Applications are optional and can be done at any time after the payment or credit is created. You can apply a payment or credit to one or more invoices, adjusting the outstanding balance accordingly. You can also edit the amount applied to each invoice as well as which invoices are selected for the application. These changes can be made as long as the payments or credits are a part of the billing account's statement.