How to Add, Allocate and Refund Overpayments

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, so you can apply its amount to an unpaid invoice or refund it and record that in the system easily.

Table of Content

Add an Overpayment

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

NOTE: Overpayments canbe allocated and will only be synced if you have an integration with Xero.The QuickBooks integration does not allow adding overpayments.

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 of money to create an overpayment.

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All mandatory fields here are marked with an asterisk.

The same window opens up if you add a payment from Billing/Invoices. There, however, the company/member name is not prefilled and you'll need to select that from the first drop-down field.

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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 to.
  4. Select an invoice from the Invoice drop-down.
  5. Click Add.

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Refund an Overpayment

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

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

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NOTE: OfficeRnD is not able to trigger a refund transaction - any refund operation should be handled through the Payment Gateway that you are using.
NOTE: Overpayment documents will follow your invoice documents numbering. However, you can customize that from Settings/Billing by enabling Separate number template for Overpayments.
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