Guest Overpayments and Credits

Sometimes you may have a situation where a guest or third party has overpaid a guest invoice. You can leave the overpayment on the invoice, you can create a credit balance that can be used on subsequent invoices, or you can convert the overpayment to a gift.

When you create a credit from an overpayment, the credit is available for subsequent invoices. If a guest or third party payor has a credit balance, you are reminded of this when you add a payment to another invoice so that you can apply that credit to the new invoice if you wish.

You can view a guest's credit balance on the Guest tab of their Bio record.

To convert an overpayment to a credit, do the following:

1. On the Invoice Manager tab of the Guest Manager, select the invoice with the overpayment and click on Edit Invoice.
2. Select Step 8: Invoices and Payments.
3. Select the invoice with the overpayment from the invoice list at the top.
4. Click on the Transfer to Credit button.
   1. This transfers the overpayment amount into a credit. Note that the credit goes to the guest if the guest is the payor. If instead the invoice was paid by a third party, the credit goes to the third party payer.

To convert an overpayment to a gift, do the following:

1. On the Invoice Manager tab of the Guest Manager, select the invoice with the overpayment and click on Edit Invoice.
2. Select Step 8: Invoices and Payments.
3. Select the invoice with the overpayment from the invoice list at the top.
4. Click on the Transfer to Credit & Make a Gift button.
   1. This opens the gift entry screen with the amount of the overpayment shown as the gift amount.
5. Fill in the remaining gift fields, such as Reason and Fund, and save the gift.
   1. Note that the gift goes to the giving history of the guest if the guest is the payor. If instead the invoice was paid by a third party, the gift goes to the giving history of the third party payor.