Adjusting Negative Balances For Clients Resulting From Open Payments

If you have a client with an incorrect negative balance this article will walk you through the steps necessary to correct the negative balance and bring your client’s account up to par.

Open payments are also sometimes referred to as "Overpayments"

Introduction

A client will have an  incorrect negative balance in two very specific cases:

Credit Manually Applied to Account for Open Payment

  1. Client submitted payment in excess of Invoice’s balance.
  2. A credit was manually added to the Client’s account to account for the open payment.
  3. The credit was applied as a payment to a separate invoice.

Credit Automatically Applied to Account for Open Payment

  1. Client submitted payment in excess of Invoice’s balance.
  2. A credit was automatically added to the Client’s account to account for the open payment by using this form that existed in Time To Pet before we upgraded our payment system:

    The credit was applied as a payment to a separate invoice.

Please Read: If the second case applies to you we can more than likely Automatically fix your client’s balances for you. Please get in touch with us and we will take a look for you.

Adjusting Credit Balance

Caution: Please ensure you have read the introduction and this article applies to your client’s situation.

In the following scenario we have:

Invoice #477 has a total balance of  $20 but a payment of $30 was made on February 14th.

Invoice #478 has a total balance of  $10 and a payment of $10 was made from the Client’s credit balance on February 15th.

To fix this we will remove the Credit Payment on February 15th, and apply the remaining $10 from the Payment on February 14th towards Invoice #478.

  1. Lets start by deleting the Credit Payment. Click the Edit Button:

  2. Then delete the payment by clicking the “Delete Payment” button:

  3. This will delete the Credit Payment resulting in a Credit Balance of $10:

  4. We need to adjust the client's credit balance to $0. Close out of the Balance Sheet and navigate to the Services/Invoices tab of the client's account. Click the edit icon next to the Credit Balance.

  5. In the new screen that opens up, click the blue "Adjust Credit Balance" button on the top right. Enter "-10.00" for the adjustment, make a note about the reason for the credit balance adjustment, and click "Save Adjustment".

  6. The client now has a $0 Credit Balance. Lets now apply the remaining $10 from Payment on February 14th toward Invoice #478. Click "Edit" for Invoice 000478: 

  7. Click the “Add Payment” button: 

  8. You will see a notification that there are open payments that can be applied to this Invoice, click “Click here to open a new window and apply these open payments”: 

  9. The next window will auto-populate the correct amount ($10) to apply to Invoice #478, click "Save Changes".

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