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. 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 & Products/Invoices section.

 Click on the Add Payment button in the Invoices section of a member's profile. This 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.

Allocate an Overpayment

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

1. Navigate to Billing & Products/Invoicing (or open a member/company profile) and click on the Overpayment. Note that Overpayments are marked with OP in the grid.

2. Click on 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 and click Add.

Refund an Overpayment

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

1. Open the Overpayment.
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.