Why do invoices show up as a minus figure if a customer over pays an invoice?

[keithrigby1973]

Hi,

I have invoices that have been issued to customers for work that have a negative balance showing in red, because they have over paid. This can happen because of the type of work we do which is project based, and sometimes various parts or products are initially quoted as part of the work which the customer pays for. But as we go along through the project these parts may not be used/required. This means the customer has over paid.

But the balance on the invoices shows a minus figure in red, and we can't even use the credit note function to show that we have refunded the customer, because the system says that the invoice hasn't been paid.

Can this be looked at and possibly resolved, surely the value could be allocated as a form of money pot standing against the customers records? Most of my customers are repeat customers, so we have to keep track of these balances in a notepad seperate to this application.

Thanks,

Keith

[SWS Developer]

For these customers it would be beneficial to set them up with an account rather than using the standard invoice type.
This way, rather than adding the payment against the invoice initially, you can make the payment against their account. When it comes time to settle the invoice etc, you could raise a credit note and allocate all balances accordingly.


Standard Invoices where designed to allow a quick one off payment at the time of the vehicle being collected, hence why it only really expects the payment amount to be that of the invoice amount.

[keithrigby1973]

So this would mean that all my customers need to be Account Customers then? Is that correct? This seems a little long winded, I would have thought that the software could be more intelligent and put the balance as a plus amount.

Thanks though for your reply,

Keith