Summary

When an invoice is open and you need to show that nothing is due, you have a few options. You can process a line-item refund, void the invoice, or apply a payment. The best option depends on whether the customer paid, overpaid, or underpaid, and whether the charges were valid.

What to Know

In some cases, applying an Admin - Credit Comped payment (Admin Comp) is the best way to close an invoice.

Before You Begin

• To see your open invoices, go to Left-hand Navigation: Point of Sale » View Open Invoices. You can filter the list by date and location. You can sort by any column and search by owner name, invoice number, or amount.
• Your choice depends on how your business handles financial reporting. For example, whether you want the charges for a line item in your reports decides if you void the invoice or apply an Admin Comp payment. See Revenue by Date(s) Report for how revenue reporting works.
• There are two kinds of refunds. Line-item refunds refund the line item or service and remove the charges from the system. Payment-only refunds refund only the payment and leave the charges.
• Voids are best when you did not provide the service and must clear the charges completely, because you did not truly collect the revenue. Voiding needs the Can Process Voids permission. To turn it on for your user group, go to Left-hand Navigation: Reports & More » Users. See Void Items or Invoices.
• The Admin Credit Comped payment method means the charges are correct but you are not collecting a true payment. You can filter this method out of your financial reports so you see only money actually collected. If you filter it out, the charges on an invoice paid by Admin Comp also do not show.

Topics

• Customer Hasn’t Paid & Owes How-To
• Customer Hasn’t & Shouldn’t Pay 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
• Customer's Check Bounced How-To