Introduction

If you have an open invoice that indicates the customer owes you for some service(s) or line-item(s) and you do not need to collect money from the customer, then there are two primary options.

If the charges were not valid (such as if the reservation didn't happen or the invoice was created in error) or for any reason you should not have those charges on your financial reporting, then processing a void is the most accurate way to handle the invoice.

If the charges were valid (i.e. the services were rendered, the item was sold, etc.) then it would be more accurate to apply a payment. The Admin Credit Comped payment method is designed for situations like this. It indicates that the charges are accurate but that you are not collecting a true form of payment.

Charges Were Not Valid - Process a Void

1. Navigate to the invoice, and click the Select check box next to the service in question.
   
   
2. Select the red Void button that appears on the top right of the invoice.
   
   
3. Review the pop-up to ensure you understand what voiding does.
   
   
4. Enter a reason for the void then select "Void Item(s)."
   
   
5. If payment was made, enter the refund method and refund amount in the second pop-up. Then click “Refund (1) Payment(s)” to complete the refund.

Charges Were Valid - Apply Admin Credit Comped Payment

1. Navigate to the invoice and click the green Apply Payment button on the top right of the invoice to be forwarded to the cart.
   
   
2. Review the charges, and then click Check Out with Payment.
   
   
3. In the payment pop-up, choose Admin - Credit Comped, or, if you would like, it is possible to create more payment methods for these specific circumstances. If so, navigate to Left-hand Navigation: Admin » Payment Methods, and use the Add button to create a new method.
   
   
4. Complete the checkout.

Now the invoice is closed to indicate nothing is due.

Related Resources

• Close Invoices Topic Outline
• Customer Hasn’t Paid & Owes How-To
• Customer Underpaid, Does Not Owe Remainder How-To
• Customer Overpaid & Must Be Refunded How-To
• Customer Overpaid & Payment Should Be Kept How-To