OfficeRnD Flex uses four key financial document types to manage billing and accounting: invoices, credit notes, overpayments, and receipts. Each plays a specific role in ensuring accurate records and smooth financial workflows.
This article provides an overview of these document types, explains how numbering works, and highlights the important details you should know before working with them.
Summary
Invoices – Represent charges for memberships, bookings, and fees.
Credit notes – Reduce the amount owed on an invoice and correct errors.
Overpayments – Record extra money received that can be allocated or refunded.
Receipts – Confirm that a payment was made.
You can configure numbering templates separately for each document type.
Document details include creation date, issue date, due date (for invoices only), and invoice period (for invoices only).
Invoices
Invoices are the foundation of billing in OfficeRnD Flex. They are issued to members or companies to charge for:
Each invoice includes:
Issue date – The official date of the document.
Due Date – The date by which payment must be made.
Invoice period – The timeframe the invoice covers.
Invoices can be generated manually, in bulk through a Bill Run, or automatically based on your billing rules.
Credit Notes
Credit Notes are used to adjust invoices without canceling them. They reduce the total amount owed and must be allocated to an invoice to take effect.
Use a Credit Note to:
Correct overcharged invoice amounts
Refund all or part of a fee
Keep a clear and transparent financial audit trail
Overpayments
Overpayments are recorded when a client pays more than they owe. You can:
Allocate the overpayment to an unpaid invoice
Refund it to the client
Keep it in the system as available credit
Overpayments are not sent to clients in the same manner as invoices or Credit Notes. They exist only to manage extra funds in your billing records.
Receipts
Receipts confirm that a payment was made. They can be generated manually or automatically for partial payments, full payments, or overpayments. Receipts can be emailed to customers and customized to match your organization's branding.
Document numbering
You can configure how documents are numbered to match your accounting requirements. Options include:
Using a single numbering sequence across all documents
Setting separate templates for invoices, credit notes, and overpayments
This ensures consistency and alignment with your external accounting systems.
Document details
All financial documents include key dates that help you track and report activity:
Creation date – Shows when the document is generated in the system.
Issue date – Serves as the official issue date of the document.
Due date – Applies only to invoices; defines the expected payment date.
Invoice period – Applies only to invoices; it shows the date range that covers all memberships, bookings, and fees on the invoice. The period is automatically set based on the items included.