When an overpayment is made on an order, the additional funds are counted as a credit (overpayment) on the customer's account. This credit can be applied as payment toward a future purchase. Please Note: The order has to be invoiced for the overpayment to apply to the customer's account.
Add an Overpayment Credit
When a payment is recorded and exceeds the invoice balance, the order will display an Overpaid label. This signals that a credit can be created.
Please Note: The order has to be invoiced in order for the overpayment credit to be applied.
On the overpaid invoice, select Credit Customer.
Confirm the credit and the note. Select Save. A credit representing the unused balance of that payment (e.g., a $100 payment on an $91.20 invoice creates a $8.80 credit) will be saved to the customer.
The full original payment amount remains on the order for accurate payment reporting — the credit sits separately.
💡 The "Create Credit" button only appears once per invoice. If you need to adjust the credit amount after the invoice balance changes, delete the existing credit and recreate it — the system will recalculate based on the current remaining balance.
Customer overpayment credits can be found on Credits tab in the Customer's profile (Lists > Customers).
Apply an Overpayment Credit as a Payment
Open up the order and select New Payment from the Order tab on the right-side panel. Select Apply Credit. Apply the full or partial amount of the credit to the order.
The applied credit will show as a payment transaction in the right side panel of the order
Please Note: If a customer has more than one credit, the system applies them in first-in-first-out order (oldest credit first), automatically moving to the next credit once the first is fully used.
Frequently Asked Questions
What happens if a customer has multiple credits?
All available credit balances are summed and shown as a single total when clicking "New Payment." The system applies credits in FIFO order (oldest first), automatically moving to the next credit once the prior one is exhausted.
Can a credit be split across more than one order?
Yes. A single credit can generate multiple credit payments applied to different orders, as long as the total applied doesn't exceed the credit balance.
How does this sync with QuickBooks?
Once a credit payment is applied to an order, Shopmonkey locates the original payment in QuickBooks and splits the amount across the relevant orders accordingly.
Can I remove a customer from an order after a credit has been created?
No. Once a credit exists on an order, the customer is locked to that order and cannot be changed. The system will display a message: "Customers cannot be changed from orders with credit activity."
How do I figure out where the credit came from?
On the Customer profile it will show the originating order and how much of each credit has been used. You can jump to that order and see the historical details.
What if I need to edit or undo a credit?
You can edit a credit payment on the receiving order to adjust the amount applied (cannot exceed the total credit balance).
To make changes all the way back to the original payment level, you must first delete all applied credit payments, then delete the credit itself on the originating order.
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