Applying receivables credit memos

When customers have credit memos available, they can be applied in a few different ways. A credit memo can also be reapplied to a different invoice, unapplied, deleted or restored.

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Applying credit memos

With these options, manage which invoices to apply credits to, and in some cases, how much credit to apply.

From the credit memo actions menu

  1. Click Invoices in the left navigation menu
  2. Click Credit Memos
  3. Click the credit memo ref #
  4. In the Summary box, hover over Credit Memo Actions, click Apply
  5. Check the box next to the invoice # to apply the credit too
  6. Adjust the credit applied amount if wanting to apply a partial amount
  7. Click Save

When charging a customer

  1. Click Actions in the left navigation pane
  2. Click Charge a customer
  3. From the drop-down menu, select the customer to be charged
  4. Click Apply next to Credits Available
  5. Select Charge Customer
  6. Enter information such as:
    • Memo - Enter notes, if necessary
    • Check the "Email Receipt to Customer" box, if an emailed receipt needs to be supplied
  7. Select the invoice(s) this payment should be applied to and enter the amount to be applied (to each invoice if more than one)
    • The full amount of the invoice is displayed by default, decrease the amount to charge a partial payment
  8. Select Pay From account
  9. Choose account to withdraw the payment from
  10. Select Pay On date - the date the payment is to be debited from the customer's bank account
  11. Click Submit
  12. Click Done

When recording a manual payment

  1. Click Actions in the left navigation pane
  2. Click Charge a customer
  3. From the drop-down menu, select the customer to be charged
  4. Click Apply next to Credits Available
  5. Select Record a Manual Payment
  6. Enter payment details:
    • Amount - The amount of the payment
    • Payment Date - Date the payment was received
    • Payment Type - Cash, Check, Credit Card, ePayment, PayPal, Other
    • Reference Number - A number used for referencing the payment
    • Deposit To - GL account for the payment to post to, if applicable
    • Allow Export - check this box if you want the payment to sync to the accounting software.
      • If the payment is already in the accounting software, this should be unchecked
      • This option will not appear if you have opted to never sync offline payments in your sync preferences
    • Memo - Enter any notes, if necessary
  7. Select invoice(s) to apply payment to
  8. Enter amount to apply each invoice
  9. Click Submit

When creating an invoice

  1. Click Invoices in the left navigation menu
  2. Click Create Invoice
  3. Enter Invoice Details
    • Account, Department, Location and Class (if enabled) will carry over to additional line items but are editable
    • To tax a line item check the Tax box
    • Tax field: Select an existing tax item or click Add new tax to add a new tax item
    • Credits: credit memo and/or unapplied payment balances will appear here; enter the amount of credits you want to apply. The balance will auto-calculate.
    • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math for you.
    • Add attachments if necessary
  4. Select to Send via email Now
  5. Auto Charge: if the customer is setup on auto charge, you can opt to exclude single invoices from Auto Charge. Uncheck the box to remove the invoice from Auto Charge.
  6. Click Preview & Send
    • Enter email addresses to send the invoice to, as applicable
      • Any addresses added to the CC field will automatically be added as a Contact for the Customer, if it doesn't already exist
    • Customize the email message if applicable
  7. Click Send
    • If the customer is connected via the Bill.com network, the invoice will be sent straight to their Bill.com account
    • If the customer is not connected via the Bill.com network, the invoice will be sent via email

When editing an invoice

  1. Click Invoices in the left navigation menu
  2. Click the Invoice Number
  3. Click More actions
  4. Click Edit
  5. In the Credits field, enter the amount of credits to apply
  6. Click Save, Save & new or Preview & send

By a Portal customer

When a customer logs into the Customer Portal to make a payment, they will see any available credits, which are automatically deducted from the Amount Due.

Your customer chooses when and how to apply available credits.

If your customer is paying you from a Basic Payables account, they'll see Apply vendor credits under Payment Options, when vendor credits are available. From there they can choose how much of the available credits to apply.


Reapply or unapply credit memos

  1. Click Invoices in the left navigation menu
  2. Click Credit Memos
  3. Click the credit memo ref #
  4. In the Summary box, hover over Credit Memo Actions, click Apply
  5. Uncheck the select box to reapply as needed
  6. Click save