[GNC] How to apply Over Payments or Pre-Payments to a Different Invoice

[L. D. James]

Thanks, Christopher and Arien.

It took me a while to get back because I was trying to organize the 
problem that I'm experiencing with the step.  I created a backup account 
to test the pre-payment process and get the following results.

----------

I have the following:

Invoice:        13.07
Payment:    100.00

Now the Process Payment window shows a credit of  -$86.93
The Customer Report page shows: -$86.93

Now creating a new invoice:
Creating a new invoice of 13.07.
The Total Credit went down to  -$73.86
The "View Invoice" screen shows the second invoice is "Unpaid".

According to your answer, I'm selected both the Pre-Payment and current 
unpaid invoice in the "Process Payment" screen.

The Payment is automatically registered at 0.00
The Refund is automatically registered at 73.86

After entering the transaction the Customer report page loses the 
negative.  There's no longer any credit.  I would expect for the credit 
to have been decreased by another 13.07... not the full amount.
At present, the customer has lost the remainder of his pre-payment.

I created a third invoice of 13.07.  There isn't an option to pay the 
third invoice.

----------

I see you mentioned "Job" in your answer.  I don't currently have any 
job assignments in the system.

Thanks in advance for any suggestions on how this should have been 
handled... or what I'm doing wrong.

I'll gladly perform any test that you suggest and of course, clarify the 
steps that I have done, if there is confusion in my description.

-- L. James

-- 
L. D. James
ljames at apollo3.com
www.apollo3.com/~ljames

On 7/10/19 10:28 AM, Adrien Monteleone wrote:
> When you are processing a payment using a remaining credit due to an overpayment, you select both the credit remaining and the new invoice. You do not need to select a transfer account in this case.
>
> If there is still a balance due on the invoice and you are processing that payment as well, you can do so all in this step by entering that remaining amount as if it were a standalone payment and select the proper transfer account as you would otherwise.
>
> If the credit is more than the invoice, GnuCash will just continue to recycle it back to an overpayment for use next time.
>
> I keep a Receivables Aging Report open in a tab at all times for reference, but I think the Invoices Due Reminder might also show outstanding overpayments. (could be mistaken about that) From this, I can see an overall credit/debit balance for each customer which usually hints at a credit not used. (outstanding actual credit notes on the other hand will definitely show up in the Invoices Due Reminder)
>
> Unfortunately, the Customer Report doesn’t match up invoices to payments, it is just a straight time-line of debits and credits. (you can sort of match them up if you utilize the notes and memos fields, but there are a few bugs on this issue at present to make this entirely useful)
>
> If a customer regularly floats lots of invoices, or balances owed along with credits held, there is no easy way to see which credits haven’t been used other than trying to process a payment and they’ll show up there.
>
> Regards,
> Adrien
>
>> On Jul 10, 2019, at 8:38 AM, L. D. James <ljames at apollo3.com> wrote:
>>
>> The Gnucash Business Features, Chapter 7.6.1, says you can use the residual when paying the next invoice.
>>
>> Can someone provide the actual steps to properly do this?  I'm sure the resolution is in the wording on the page which says:
>>
>> "Payment for the total amount received. GnuCash will then keep track of the over-payment (or pre-payment) in the A/R account and you can use the residual when paying the next invoice."
>>
>> When I perform the "Process Payment" step it's not obvious to me which Transfer Account to use.  When I process the payment, it increases assets, whereas it appears that assets should remain the same since I'm not taking in more money, just using the funds from the client's account to have the invoice paid.
>>
>> Thanks in advance if someone would help me in clarifying the specific steps for this and still have the books properly retain the accounts intact.
>>
>> Also, I'm looking for the proper way to show when the Pre-Payment is used up.  In the case where the Pre-Payment amount is more than the next couple of invoices.  How to tell the balance of the Pre-Payment.
>>
>> -- L. James
>
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