To apply a customer credit (from the Customer Payments window)

If you havenít already read the Customer Credits Overview, see Applying customer credits and issuing refund checks for more information.

  1. An alert message that reads ìYou have $XX in outstanding credit memos on file with this customerî should appear. You have three choices:
  • Click Apply Credits if you want to settle the customer credit against any open invoices for this customer. The outstanding credit memos will be automatically applied to the oldest invoices first. This transaction will be automatically created. Youíre done!
  • Click Open Register if youíd like to use the Sales Register to choose how the customer credit will be settled. Proceed to step 2.
  • Click Cancel if you donít want to settle the customer credit at this time. Youíre done!
Note: The alert message may be different If you have only open orders in AccountEdge, the alert message will have two choices: you can use either the Open Register or Cancel options.
  1. The Returns & Credits view of the Sales Register appears. You can view credits for all or just one of your customers.

To view sales for one customer, select Customer in the Search by field, then enter the customerís name in the second field.

  1. A list of the customerís credits appears. Highlight the credit you wish to apply.
  2. Click the Apply to Sale button. The Settle Returns & Credits window appears, listing all open sales assigned to the customer.
  3. Depending upon your selections in the Preferences window, amounts may appear automatically in the Amount Applied column in the scrolling list. This column is the area where you designate the sales to which you want to apply the customer credit. If amounts appear here, take a moment to review them.

If you marked the Apply Customer Payments Automatically to Oldest Invoice First option in the Sales view of the Preferences window, amounts will appear next to the oldest invoices at the top of the scrolling list in the Settle Returns and Credits window. AccountEdge is suggesting that you apply the credit to the customerís oldest open sales; however, you can apply the credit amount to any one transaction -- or you can divide it among many transactions -- in the list. Keep in mind, however, that the total amount you apply in the Amount Applied column must equal the amount that appears in the Credit Amount field.

  1. Enter the amount you want to apply in the appropriate field in the Amount Applied column.
  2. Enter the customer credit amount in the Finance Charge field, if you want to apply a customer credit to any unpaid finance charges the customer may have accrued.
  3. Enter a discount amount in the saleís Discount column, if you wish to give a discount to the customer for a particular sale.
  4. Click Record. At this point, a number of situations may occur:
  • If the Settle Returns & Credits window closes, you successfully applied the customer credit, and youíre done!
  • If the total amount entered in the Amount Applied column doesnít equal the amount displayed in the Credit Amount field at the top of the window, an alert message will appear, explaining that an unbalanced transaction canít be recorded. Click OK to close the message, then continue to step 10.
  1. To balance the transaction, you can change either the total amount in the Amount Applied column or the amount thatís displayed in the Credit Amount field.

If you change the Credit Amount fieldís amount, keep in mind that you can enter an amount less than the original customer credit amount only. If you choose to do this, the customer credit wonít be fully applied; the remaining amount will continue to appear as a customer credit.

  1. Click Record to apply the customer credit.

Keyword: credit invoices

To apply a customer credit (from the Customer Payments window)