How to Add, Allocate and Refund Overpayments

Introduction

Sometimes a client will pay more than they were supposed to. When that happens, OfficeRnD allows you to record that extra payment as an Overpayment. This way, you can apply its amount to an unpaid invoice, or refund it and record that in the system.

Bear in mind that recorded Overpayments cannot be sent to your clients as opposed to Invoices, Credit notes, or generated PDF files due to that. Their sole purpose is to be allocated to invoices.

Table of Content

• Add an Overpayment
• Allocate an Overpayment
• Refund an Overpayment

Add an Overpayment

When a client has paid more than their due, you can record that from the Add Payment button in a client's profile or through the Billing/Invoices section.

1.  Using the Add Payment button in a member's profile will open a window in which you can either add a payment for the pending invoices or enter a bigger amount to create an overpayment.

         2. The same window opens up if you Add Payment from Billing/Invoices.

Here, the company/member name is not prefilled and you'll need to select it from the first drop-down field.

Allocate an Overpayment

Once the Overpayment is in the system, its amount can be allocated to an unpaid invoice. That can be done by following these steps:

1. Open the Overpayment.
2. Click Allocate credit.
3. Adjust the Amount if needed. Partial payments are possible, but the amount must not exceed the due amount of the invoice you'd like to allocate the overpayment.
4. Select an invoice from the Invoice drop-down.
5. Click Add.

Refund an Overpayment

To record that refund in OfficeRnD, you can take the following steps:

1. Open the Overpayment page.
2. Click Add Refund.
3. Select a Payment method that matches the payment method used to refund the money.
4. Set the proper Amount, Reference, and Date of the transaction.
5. Click Add.