In ASAP, we have two types of credit, generic credit and credit for a purchased item. For both types of credit, ASAP applies the credit to the customer's account and the customer, or a family member can use the credit on another ASAP item. 

Generic credit is not financially tied to any invoice, invoice item, or any G/L codes or financial reports. So, in a sense, generic credit is free money for a customer to use in ASAP.  You issue generic credit through an invoice but not to any particular item on an invoice.

Credit for a purchased item is credit you issue on an invoice for a specific invoice item.  Therefore, this type of credit is tied to the invoice and any G/L codes or financial reports.

For more information on account credit, check out these articles: Account Credits and Generic Credits and Differences between Refunds and Credits.

What do you want to do?

• Issue generic credit
• Issue invoice item credit

Issue generic credit

Prerequisite: the financial preference, Allow the creation of generic credits, must be enabled. Users with administrative access can turn this setting on from the Navigation menu by clicking Set Up, and then Financials, and then going to Preferences on the Payment Processing tab.

Since generic credit is not tied to any invoice or invoice item, you can open any previously created customer invoice and issue generic account credit. The invoice doesn't have to be paid or even partially paid, you can issue generic credit on any invoice and the credit is tied to the customer account, not the invoice.

1. Locate the details page of the customer you are giving credit.

2. Open the customer's details page, click the Financials tab, and then click the Invoices tab.
3. Open any invoice and on the page menu, click More Options ().
4. Select Give credit.
5. For Apply Against, select Generic Credit.
6. For Amount To Credit, type the dollar amount of the credit.
7. Type a note as to why you are issuing the credit, and click .

The invoice displays a line stating Credit Given For Future Use with the dollar amount listed.  Note that the invoice totals and balance do not change.

The Transaction Details and the Invoice History tabs, at the bottom of the invoice, display the credit information.

The account credit is visible on the customer's detail page as well as on invoices.  

Also, an apply credit option is displayed for the customer to use when registering or paying invoices from their public site.

Issue invoice item credit

This type of credit is issued against an invoice item that a customer paid for and therefore ties back to your organization's G/L codes and financial reports.

1. Locate the customer's invoice. 

2. Open the invoice and on the page menu, click More Options ().
3. Select Give credit.
4. For Apply Against, select the invoice item you want to credit.
5. For Amount To Credit, type the dollar amount of the credit.  Notice ASAP displays the cost of the item as the Limit for credit so you can't over-credit. 
6. Type a note as to why you are issuing the credit and click .

The invoice displays a line stating Credit Given For Future Use with the dollar amount listed.  Note that the invoice amount is adjusted for the credit, which is different than when issuing generic credit.

The Transaction Details and the Invoice History tabs, at the bottom of the invoice, display the credit information. 

The account credit is visible on the customer's detail page as well as on invoices.  

Also, an apply credit option is displayed for the customer to use when registering or paying invoices from their public site.

back to top