Apply paid deposit credit to an invoice

A payment received on a deposit invoice becomes customer credit. Apply that credit to one of the same customer's later invoices when you need to use the deposit against the bill.

Only Owners and Office users whose login is linked to a staff record can apply or reverse customer credit.

Start with a paid deposit invoice

1. Create a new invoice and select Deposit invoice.
2. Send the invoice and record a payment on it.
3. Open the later invoice for the same customer. Its Customer credit section shows Available customer credit.

The deposit invoice explains that payments on it become credit for the customer's later invoices. Credit comes only from payments received on an invoice created with Deposit invoice selected.

Apply the credit

1. Open a Sent or Partial invoice for the customer. The invoice cannot be a deposit invoice.
2. In Customer credit, check Available customer credit.
3. Enter the amount in Credit to apply, then select Apply credit.

The Up to amount is the smaller of the customer's remaining paid-deposit credit and this invoice's balance due. You can enter a smaller amount to apply credit in part.

Thermal reduces the invoice balance by the amount you apply. If the balance reaches zero, the invoice is Paid. Otherwise, it is Partial. The application appears in the table below the form with its date, amount, and QuickBooks status.

If you can't apply the credit

The form is unavailable, with its reason shown, when any of these apply:

• Send this invoice before applying or reversing credit.
• Credit can't be applied to or reversed on a void invoice.
• Credit can't be applied to a deposit invoice.
• This invoice syncs with QuickBooks. Apply the credit in QuickBooks.
• This invoice has no balance due.
• This invoice can't take credit right now.
• This customer has no credit to apply.

The amount must be greater than zero. The form shows Enter a credit amount greater than zero. for an empty, zero, or negative amount. Thermal also refuses an amount that is more than the customer's available credit or this invoice's balance due:

• Credit ([amount]) exceeds the customer's available credit ([available credit]).
• Credit ([amount]) exceeds the balance due ([balance due]).

If the invoice changes while you apply the credit, refresh the page and try again. The message is This invoice changed while applying credit. Refresh and try again. A stale page can also show Invoice not found. or This invoice belongs to a different customer.

Handle the QuickBooks status

An application can show QuickBooks sync pending. This application does not have an outbound QuickBooks push path. Handle the credit separately in QuickBooks; the label does not mean the application will clear on its own.

Reverse an application

1. Find the application in the invoice's Customer credit table.
2. Select Reverse.
3. Confirm Reverse credit application.

The confirmation says: “Reverse this [amount] credit application? The credit returns to the customer and this invoice's balance goes back up.” A reversed application stays in the table and is marked Reversed with the reversal date.

You cannot reverse credit on a draft or void invoice. Thermal shows That credit application isn't on this invoice. if the application is not on the invoice, or This credit application was already reversed. if it was already reversed.