Module

Credits

Credits are funds you owe back to the customer—usually from an overpayment—or credit you have recorded for them. The Credits screen lists every open credit balance so you can see who has available credit and open the underlying payment to review or adjust it.

Why this module exists

When a customer pays more than the invoices you applied that payment to, the leftover amount is stored as unallocated credit on the payment transaction. That balance can later be applied when you record a payment on another invoice (for example, using the credit payment method on the invoice).

  • See all customers who currently have usable credit in one place.
  • Jump from a credit row to the transaction that created it.
  • Align with the customer's Credit column on the Customers list.

Credits list (Manage)

Under Accounting → Credits, the table shows every transaction that still has a positive unallocated amount (credit remaining).

Columns
  • Credit Number— the transaction's reference number (the same identifier you see on the Transactions screen).
  • Amount — the remaining credit in your business currency (what is still unallocated).
  • Customer — who owns this credit.
  • Notes — optional notes carried on the transaction.
  • Actions — opens the related transaction for editing (see below).
Finding and organizing rows
  • Use the Search box to filter by customer company name.
  • Click column headers to sort (where sorting is enabled).
  • Use the page size control and pagination to move through long lists.

When a credit is fully applied to future invoices, its remaining amount drops to zero and it no longer appears in this list.

Edit from Credits (Actions → Edit)

Choosing Edit on a row takes you to Accounting → Transactions for that payment. That is intentional: the credit is part of the transaction (total received minus amounts applied to invoices).

From the transaction you can change how much is applied to each linked invoice, add or remove invoice lines, or adjust details that your permissions allow. Any change to allocations updates how much remains as credit.

How credit is created (Transactions)

The usual way credit appears is when you record a customer payment that is larger than the sum you apply to open invoices.

  1. Go to Accounting → Transactions and create or edit a payment.
  2. Enter Payment Method, Date, Amount (total received), and Customer.
  3. Use Add Invoice(s) to the transaction to link one or more unpaid invoices and enter how much of this payment applies to each.
  4. If the total Amount is greater than the sum of the per-invoice amounts, an information banner shows the remainder—for example that the remaining amount will be converted to credit. Saving stores that remainder as unallocated balance on the same transaction.

The system also requires that the transaction amount is not less than the total you allocate to invoices (you cannot save a payment that does not cover the allocations you entered).

Using credit on an invoice

When you Record a Payment on an invoice and choose a credit-based method, you can draw from these available balances. The Invoices module guide describes recording payments and applying customer credit in more detail.

Standalone credit records (optional)

Your administrator may also allow creating or editing credit records that are not tied to a transaction (for example, goodwill credit). In that case you typically set customer, amount, and notes on a dedicated form.

If a credit is linked to a transaction, the customer and amount are fixed on the credit form; you change them by editing the transaction instead. Notes may still be editable, and a shortcut opens the linked transaction.

Transaction validation (when credit is formed)

Saving a transaction that produces or changes credit is validated on the server. Highlights:

  • Payment date: required, valid system date format
  • Amount: required numeric, min 1, max per system limit; must be greater than or equal to the sum of amounts applied to invoices
  • Notes: optional, max 255 characters
  • Customer: required, must exist for your business
  • Payment method: required, must be a configured manual payment method
  • Invoices: optional array of allocations
  • Per invoice: invoice required and must exist; amount required numeric, within allowed range (cannot over-allocate past what the invoice can still accept)

Recommended workflow

  1. Record the real payment in Transactions with the correct total amount.
  2. Allocate to each invoice only what that invoice still needs.
  3. Confirm the info banner if a remainder should become customer credit.
  4. Use Credits to verify the customer's open credit and open the transaction if you need to fix allocations.
  5. Apply credit on future invoices when the customer uses that balance.