The purpose of this article is to describe how to process a payment on an invoice using an existing credit or pre-payment amount on a client’s account.
Before you start
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- Client must have an open credit on their account. This is shown as a green value in their client file. e.g.
- If you wish to first create a credit or down payment amount, you can see how to do that in this article: How do I process a prepayment (credit value)?
- Client must have products in the uninvoiced tab, ready to be invoiced.
Step-by-step instructions
After products have been added to the patient file and the invoice has been created – you are then ready to take a payment on that invoice. Below are 4 scenarios you might encounter. Click on a scenario to read the appropriate steps.
Scenario 1: Invoice amount is less than the credit amount
Scenario 1: Invoice amount is less than the credit amount and client wants a refund
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In this example we want to pay the new invoice (S-2022-0111) with the open credit of invoice S-2022-0029. And we want to give a refund for the remaining credit. 
- Go to the Uninvoiced tab.
- Click Create Invoice.
- You will see a list of open invoices for this client, including credit invoices. By default, the column “Paid Now” will be automatically completed with the amount that is owed. Make sure both the credit invoice and the new invoice have been selected. The field “Total” shows a credit amount; in the example above that’s – £ 40,93.
- For payment method, select the option Cash on the right.
This is box titleNote: If the refund method is not listed as a payment type, e.g. Bank, then do not book the refund here. See the Related articles for more information. - You can then give the client the credit amount in cash (£ 40,93 in this example) and click Finish.
Scenario 2: Leave the credit amount open
Scenario 2: Invoice amount is less than the credit amount and you leave the credit amount open
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In this example, we want to pay the new invoice (S-2022-0111) with the open credit of invoice S-2022-0029. And we want to leave the remaining credit on the file.
- Go to the Uninvoiced tab.
- Click Create Invoice.
- You will see a list of open invoices for this client, including credit invoices. By default, the column “Paid Now” will be automatically completed with the amount that is owed. Make sure both the credit invoice (S-2022-0029) and the new invoice (S-2022-0111) have been selected.
- Edit the field “Paid Now” of the credit invoice and add the equal value of the sales invoice; in a negative value.
This is box titleIn this example we want to pay invoice S-2022-0111 of £ 25 with the open credit of invoice S-2022-0029 of -£ 65,93. The client wants to leave the remaining credit open. Since the invoice amount is less than the credit amount, the amount for the credit invoice needs to be adjusted from -£ 65,93 to -£ 25. This cancels out the current invoice and therefore the total is £ 0.00.
- Select the payment option Cash on the right.
- Click Finish.
You return to the client file. The outstanding credit (displayed in green in the client box) will remain available on their account until it’s used up.
Scenario 3: Invoice amount is more than the credit amount
Scenario 3: Invoice amount is more than the credit amount and the remainder is paid
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In this example, the client wants to pay the new invoice (S-2022-0139) with the open credit of invoice S-2022-0029. They want to pay the remaining amount in cash.
- Go to the Uninvoiced tab.
- Click Create Invoice.
- You will see a list of open invoices for this client, including credit invoices. By default, the column “Paid Now” will be automatically completed with the amount that is owed. Make sure both the credit invoice (S-2022-0029) and the new invoice (S-2022-0139) have been selected. The invoices are offset against each other and the outstanding balance is shown as “total”. In this example it is £ 24,10.
- On the right, select the payment type the client will be using to pay off the remainder of what is owed. In this example that would be Cash.
- Accept the client’s payment and click Finish.
You return to the client file. The client no longer has an open amount in the client file.
Scenario 4: Not paying the balance amount
Scenario 4: Invoice amount is more than the credit amount and the remainder is left open
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In this example, the client wants to pay the new invoice (S-2022-0139) with the open credit of invoice S-2022-0029. The remaining amount is left open on their file.
- Go to the Uninvoiced tab.
- Click Create Invoice.
- You will see a list of open invoices for this client, including credit invoices. By default, the column “Paid Now” will be automatically completed with the amount that is owed. Make sure both the credit invoice (S-2022-0029) and the new invoice (S-2022-0139) have been selected.
- Edit the field “Paid Now” of the new invoice and add the equal value of the credit invoice; in a positive value.
This is box titleIn this example, we want to (partially) pay invoice S-2022-0139 of £ 65,03 with the credit amount of invoice S-2022-0029 (-£ 40,93). Since the new invoice amount is more than the credit amount, the “Paid Now” amount for the new invoice needs to be changed from £ 65,03 to £ 40,93. This way, the invoice amount of £ 65,03 is ‘paid’ by the credit invoice of -£ 40,93. The £ 40,93 credit is used as a pre-payment of £ 40,93 on the new invoice That’s why the total is £ 0.00.
- On the right, select the payment type Cash.
- Click Finish.
You return to the client file. The outstanding amount (displayed in red in the client box) will remain available on their account until it’s paid.