How-to Create Available Credits Through An Invoice

Creating an Invoice Credit

Creating an Invoice Credit (Account Credit) is a two part process. The first part consists of making the Account Invoice Credit and the second part consists of deleting the fake reservation used to create the credit with.

Creating an Account Invoice Credit

1. Start a new reservation.
2. Apply the ‘Billing Contact’ account you wish to apply a credit to on the reservation.
3. Set the reservation’s ‘Payment Method’ to ‘Direct Bill/ Invoice’.
   
4. Place a ‘PU Date’ and ‘PU Time’ on the reservation.
5. Add 1.00 to the reservation so that the ‘Grand Total’ displays $1.00.
6. Change the Status to ‘Done’.
7. Click the ‘Save Reservation’ button.
8. Make note of the Confirmation Number as you will need it later in the steps.
9. Click on the ‘Receivables’ icon in the toolbar.
10. Select the ‘Include Unsettled Trips’ check box.
11. Click the ‘Go’ button.
12. Click on the + button to the left of the billing contact name.
13. Select the check box to the left of the reservation number.
14. Click the ‘Add Selected Trips to Invoice’ button.
15. Click on the ‘Receive Payments’ hyper link.
16. Set the ‘Payment Method’ to ‘Cash’.
17. Enter the amount you wish to credit plus $1.00.(In the screen shot below I wanted to credit Jerry Jones’ account $1,000.00 so I placed a $1,001.00 in the ‘Amount’ field. Check that this amount is entered correctly in the field labeled ‘Unapplied Amount’ should be equal to the amount that is being added to the Account as a credit.)
18. Click the box to the left of the of the invoice with a $1.00 total due.
19. Click the ‘Save Payment’ button.

NOTE: An ‘Unapplied Amount’ will be added to the ‘Available Credits’ spot for future use. Continue past the screen shot to delete the fake invoice from your system.

Deleting the Fake Reservation

1. Click on the ‘Receivables’ icon in the toolbar.
2. Select the ‘Paid Invoice’ tab.
3. Click on the invoice number or date with the $1.00 total.
4. Click on the ‘Trip Total’ hyper link of ‘1.00’.
5. Click on the ‘Cash/Check’ tab.
6. Click on the posted transaction of ‘$1.00 – CASH – date/time’.
7. Change the amount to 0.00 in the ‘Amount ($)’ field.
8. Click the ‘Submit Cash/CHK Transaction’ button.
9. Click the ‘Recalculate’ button.
10. Uncheck the ‘Finalize Invoice’ box.
11. Click the ‘Save Changes’ button.
12. Select the ‘REM’ hyper link to the left of the ‘Conf #’.
13. Click the ‘OK’ button on the pop up screen.
14. Click the ‘Delete’ button.
15. Click the ‘OK’ button on the pop up screen.
16. Click on the ‘Settle’ icon in the toolbar
17. Select the ‘Conf #’ hyper link to open the fake reservation.
18. Press the ‘More’ button.
19. Select the ‘Delete’ button.
20. Click the ‘OK’ button on the pop up screen.

Processing a Credit on an Invoice

1. Click on the ‘Receivables’ icon in the toolbar.
2. Create the invoice you would like to add the credits to or open an existing invoice.
3. Click on the ‘Receive Payments’ hyper link.
4. Set the ‘Payment Method’ to ‘CREDITS’.
5. Click the box to the left of the of the invoice you wish to apply the credit too.
6. Click the ‘Save Payment’ button to applying the Amount Selected to the chosen Invoice(s) and the system will auto adjust Account Balance.