Credit Records in Receivables

To open a credit record, select it in the list of credits from Receivables, Credits. The Overview, Distributions, and Applications tabs display for you to view and edit additional info. You can also delete the credit and reverse it if necessary.

Tip: You can't edit a credit with applications.

• Apply credit — To apply the credit to the client's outstanding charge or line item, select Apply credit. Next, select the checkbox in the row you're applying and enter the amount under Applied amount. Save your changes.

  To automatically apply the credit to the charge or line item in the first row, select Apply automatically. If the amount exceeds the charge or line item amount, the credit is deducted from subsequent rows until the balance is $0.

  Note: If you use third-party billing, payee, client ID, responsibility, and the available amount to apply displays at the top of the page. Use this info to apply amounts to charges.

• Unapply all — To remove the credit from a charge or invoice, select Unapply all. On the Applications tab, the transactions are removed and the Overview tab displays the updated applied amount and balance.

  Tip: Unapply all only displays when the credit has been applied to a charge or invoice.

• Delete — Delete a credit when it was added inadvertently or no longer needed.

  • Unposted credit — To delete a credit you no longer need, select Delete. The credit is removed and no longer associated with the client.

  • Posted credit — To reverse (or refund) a posted credit, select Delete. After confirming, enter a reversal date for the journal entry that automatically generates the next time you post. To complete the changes, select Save.

  If a credit has unposted adjustments, you must post them first before deleting.

• Overview — Review info about the credit's balance, date, responsibilities, notes, and who last changed the credit. You can also add custom fields for the credit. For more details, see Add Custom Fields to a Record.

  Note: Under Responsibility, the option to edit payers is currently in Limited Availability (LA) for third‑party applications and is being released in waves. During the LA, we'll review and implement participant feedback to prepare for general availability.

• Distributions — Distributions determine the amounts to allocate to accounts and projects for the credit. For details about distributions, see Credit and Return Line Item Distributions and Distributions.

• Applications — Review applications to confirm the charges and line items for the credit, as well as unapplied balances. To open the charge, select it under Transaction.