Payments/Credits can be managed on the Find Payments/Credits screen of the Billing Tab.
You can search for existing Payments/Credits by entering any of the criteria and then clicking the Find Credits button.
Status – Select Uncredited, Partially Credited, Fully Credited if you would like to filter by Status.
Credited To – Select Company, Vendor, or Relocation if you would like to filter by Credited To
Date From –To – Specify a From and/or To Date if you would like to filter by the Date of the Payment/Credit.
Amount – Enter an amount and currency if you want to limit your search results to only that specific amount.
Useable By - Company, Vendor, Relocation. A selection of Company will also include Billing Entities of that Company.
When complete making your selections click on
. Any matching credits will be shown under the Payments/Credits section, with the details of Received From, Amount and Currency, and Status (Uncredited, Partially Credited, Fully Credited).
You can click on
to see the details of a Fully Credited item, or continue applying to invoices if the status is Uncredited or Partially Credited.
Adding a New Payment/Credit
To add a New Payment/Credit click on
. This will bring you to the Payment/Credit Details screen.
* Date – Specify the date of this payment/credit, this field is required.
* Amount – Specify the Amount and currency of the credit, this field is required.
Received From – Optional text field to track Received From details.
* Payment Type – Check, Credit, Wire. This field is required.
Reference Number – Optional text field to track a Reference Number.
Reference – Optional text field to track Reference details.
* Credit To – Company, Vendor, Relocation. This field is required. Specify who this is a Credit To, once a selection is made then the specific company, vendor, or relocation will need to be selected.
* Usable By – Company, Vendor, Relocation. This field is required. Specify who this is a Usable by, once a selection is made then the specific company, vendor, or relocation will need to be selected. If company is selected the credit will be able to be used to pay any invoices billed to the specified Company or any of its Billing Entities. If Vendor is selected the credit will be able to be used to pay any referral fees for that vendor. If Relocation is selected only invoices associated with a particular relocation can be paid.
Note: to apply a payment/credit to a Billing Entity invoice set the Usable By equal to Company and then select the Company the Billing Entity belongs to.
Once your selections are made Save and the screen will update with more options.
You can now Apply To Invoices or Apply to Referrals by clicking the appropriate button. Click Apply to Invoices if you want to use the credit to pay for an invoice. Any invoices that match the Usable By setting, have the same currency as the payment/credit currency and are unpaid or only partially paid will be shown.
Specify the amount you want to apply to each invoice by entering the value in the applied amount column. You will only be able to apply up to the Max Amount shown which is the outstanding unpaid portion of the invoice up to the credit amount. When complete, click on
.
