emberVetDocumentation

Apply payments & refunds

Match money to the right invoices, handle credit, and issue refunds.

Recording a payment and applying it are two steps. Applying is what links the money to specific invoices and lowers their balances.

Prerequisites: a recorded payment and at least one invoice owed by the client.

Apply a payment

  1. Open the payment from Payments, or open an invoice and choose to apply a payment.
  2. Pick the invoice(s) the client owes.
  3. Enter how much of the payment to put toward each (it defaults sensibly).
  4. Confirm.

One payment can be spread across several invoices, and one invoice can be paid by several payments over time.

Leftover credit

If a payment is more than what's owed, the extra is held as account credit for that client. You can apply it to a future invoice — decavet will offer to use available credit first when you record the next payment.

Refunds

  1. Open the payment (or the client's billing area).
  2. Choose to refund, enter the amount and a reason.
  3. Confirm.

The refund reverses the applied money so balances and your books stay accurate.

You'll know it worked when…

Applied invoices show the right reduced balance and paid state; any overpayment shows as account credit; refunds show as a reversing entry.

Note: Payments and their applications are part of your financial record. Use a refund to reverse money rather than deleting a payment, so the trail stays intact.

Next steps