If a member has a credit on the account, the account will be displayed with Parentheses around their balance EX: (1,000.00). This means the member has paid more than the charges applied to their account. You may have an account with credit if they have paid BEFORE the charge was invoiced or if they made any additional payments for more than the charges assessed.
If an account has a credit that you would like to remove you can either:
- Request a refund so the credit is processed back to the member
- Add an additional positive charge to counter the credit
Use an existing template OR create a new one and assign a positive charge of the amount of the credit. Select the assignees and move the member to the right-hand column where you are adjusting the account to remove the credit.
Invoice Dashboard > Charges Tab > Add Charge Link
and locate the Charges Tab, there are a few different ways to navigate to the Charges Module.
from there, click the Add Charges link.
To assign a positive charge to counter a credit:
- Find an existing charge template by selecting the blue circle with a pencil on the right of the charge template and edit the template to be the amount of credit want to adjust, we recommend adding an identifier in the description that it is a credit removal and assigning it to the member OR
- Create a new credit adjustment charge template, and assign it to the member.
Example: An alumnus has a credit of $0.50 due to overpaying the balance by $0.50. You would just need to add a POSITIVE charge for the amount of $0.50 to counter the credit to zero out the account.
Note: If an account has credit, the account has received a payment larger than the number of charges assessed to the account. If there is a payment BEFORE the charges are invoiced, it will create a credit on the account. Once the charge is invoiced, it will be applied to the credit.