Apply a credit memo¶
Applying a credit memo settles some or all of an invoice using credit the customer already holds, instead of taking a new payment.
Before you start¶
- You need the ChargeOn permission for applying credit memos (part of the ChargeOn Credit Memo Manager permission set).
- The credit memo must have a remaining balance — check its Remaining Amount. A credit memo that is already Fully Applied, Voided, Written Off or Expired has nothing left to apply.
- You apply credit memos from the invoice you want to settle, not from the credit memo record itself.
- You can apply up to 20 credit memos to one invoice in a single action.
Steps¶
- Open the invoice you want to settle.
- Click Settle With Credit Memos.
- From the list of available credit, pick the credit memo (or memos) to use. The list shows available credit soonest-to-expire first — see the order credit is applied in — but you can choose any of them, in any order.
- Set how much of each to apply. You cannot apply more than a credit memo's own remaining balance, and you cannot apply more in total than the invoice's outstanding amount.
- Click Apply.
What you should see¶
The invoice's Credit Memo Applied amount increases and its outstanding balance falls. If the full amount is now covered, the invoice moves to Paid; if some is still owing, it moves to Partially Paid. Each credit memo you used shows the new remaining balance, and moves to Partially Applied or Fully Applied.
If it does not work¶
| Symptom | Likely cause | What to do |
|---|---|---|
| A credit memo does not appear in the list | It belongs to a different customer, has nothing left to apply, or is Voided/Written Off/Expired | Check the credit memo's own record for its status and Remaining Amount |
| ChargeOn rejects the total as too high | The amounts entered add up to more than the invoice's outstanding balance | Reduce one or more of the amounts |
| An advance-payment credit is not covering the customer's new recurring invoice automatically | Auto Apply on Recurring was left off when the advance payment was recorded or charged | Apply it manually here, or ask whoever recorded it to turn that setting on for future cycles |