Introduction

If an invoice is open and your business needs to indicate that nothing is due or otherwise manage the charges or payments, there are a few options. You can process a line-item refund/return, void the invoice, or apply a payment. In some circumstances, applying an "Admin - Credit Comped" (Admin Comp for short) is the best way to close an invoice. What actions you can and should take will depend on whether or not the customer paid, overpaid, or underpaid as well as whether or not the charges were valid.

Before You Begin

• To find a list of your open invoices, go to Left-hand Navigation: Point of Sale » View Open Invoices. This list can be filtered by date and location. In the results, you can sort by each column as well as use the search function to search by things like Owner name, invoice number, or amounts.
  
  
• What option you will choose depends on how your business handles its financial reporting. For example, whether or not you want "charges" for the line-item in question in your reporting will determine if you will want to void an invoice or apply an Admin Comp payment. For more information about how revenue reporting works in Gingr see our article on the Revenue by Date(s) Report.
  
  
• There are two different forms of refunds. Line-item refunds refund the line-item or service itself and remove the charges from the system. Payment-only refunds only refund the payment while leaving the charges alone. 
  
  
• Voids are best when the service was not rendered and the charges must be cleared entirely, as the revenue was not truly collected (i.e. the charges themselves are invalid). Voiding requires the User Permission “Can Process Voids.” To enable this permission for your user group navigate to Left-hand Navigation: Reports & More » Users and enable "Can Process Voids" for your group. For more information, see our article on Void Items or Invoices.
  
  
• The Admin Credit Comped payment method indicates that the charges are accurate but that you are not collecting a true form of payment. The Admin Comp method can be filtered out from your financial reporting so that when reviewing reports you only see true money collected. If an invoice was paid via Admin Comp and you filter out that method when running reports, the charges will also not display.

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