Settling credits

You can choose to settle a customer credit in the following ways.

■	Apply the credit to an open invoice. Applying the credit to one or more of the customer’s open invoices reduces the amount the customer owes you.

■	Record a refund. If the customer does not have any open invoices, you can record a refund payment for the amount of the customer credit.

To apply a customer credit to an open invoice

1	Go to the Sales command center and click Sales Register. The Sales Register window appears.

2	Click the Returns & Credits tab. A list of customer credits appears.

3	If the credit you want to settle does not appear, select Customer from the Search By list to display a credit for a particular customer. Type or select the customer’s name in the adjacent field. A list of credits for that customer appears.

4	Select the credit you want to apply and click Apply to Sale. The Settle Returns & Credits window appears, listing all open invoices assigned to the customer.

5	Enter the amounts you want to apply to one or more open invoices in the Amount Applied column.

If the Apply Customer Payments Automatically to Oldest Invoice First preference is set, amounts will appear next to the oldest invoices in the Amount Applied column. However, you can apply the credit amount to any one transaction or you can divide it among many transactions in the list. Note that the total amount you apply in the Amount Applied column must equal the amount that appears in the Credit Amount field.

6	If you want to apply part of a customer credit to any unpaid finance charges they have accrued, enter an amount in the Finance Charge field.

7	Click Record to apply the credit.

To record a refund payment

1	Go to the Sales command center and click Sales Register. The Sales Register window appears.

2	Click the Returns & Credits tab. A list of customer credits appears.

3	If the credit you want to settle does not appear, select Customer from the Search By list. Type or select the customer’s name in the adjacent field and then press Tab. A list of credits for that customer appears.

4	Select the credit you want to refund and click Pay Refund. A refund check for the amount of the credit appears in the Settle Returns & Credits window.

5	In the Account field, type or select an account.

6	If required, change other information in the window, such as the transaction date.

7	If you are paying by check and you have already written it, select the Check Already Printed option.

8	Specify how you want to send a payment notification by selecting a delivery option from the Payment Notification Delivery Status list.

9	If you are recording a refund payment to a credit card and you subscribe to the Merchant Account Service:

a	Select the credit card in the Payment Method field.

b	Click Details.

c	Enter all the credit card details: card number, expiration date, name, and so on.

d	Click Authorize to submit the credit card payment for authorization via the Merchant Account Service.

When the payment transaction is finalized, the Settle Returns & Credits window reappears. For more information, see Credit card payments using Merchant Account Service.

10	Click Record.