There may be some cases where you need to back out a payment that has been made against an invoice but do not need to reverse the entire invoice out.
Here are some examples when this may need to be done:
An incorrect payment was made
A partial payment was made against an invoice and this amount needs to be reversed and moved to another invoice (happens frequently with rentals).
If you only want to refund a customer a portion of what they originally paid towards an invoice (occurs with non refundable deposits where you keep a portion no matter what).
Set-Up for scenario #1
First open up the invoice where the payment was made.
Over on the right hand side, in the Add Payment box, type in the negative amount that they originally paid. For example, if they paid $100 then you would type in -100 in the box.
Hit "Add" button and this will appear in the shopping cart.
Hit check-out. If you are correcting a mistake of incorrect payment made, you will want to keep the Payment type the same as it was originally.
Type in a payment note as to why you are reversing the payment and do not send the receipt.
Open the invoice again and re-enter the payment you want to make. Proceed to check-out as usual.
Set-up for scenario #2
First create the new invoice for the rental at the correct amount. Make sure you have the partial payment Cash Received at $0 so that it shows the customer owes for this invoice.
Next open up the old rental invoice and on the right hand side, type in the negative amount that they originally paid towards the rental.
Hit "Add" button and this will appear in the shopping cart as a negative amount.
Go to the new rental invoice you created and open the invoice. You can do this by either clicking Invoices to see all invoices for the customer or from the customer profile page, you can click the "Make Payment" button.
Again, on the right hand side type in the same amount of money they originally paid on the old invoice in the Add Payment box.
Hit Add button and this will appear in the shopping cart as a positive amount.
Now in your shopping cart, you should have a negative and a positive amount that cancel each other out. Hit Check-out.
Your shopping cart should be $0 but it is good to have a payment note referencing the original payment date and Invoice number and that a new rental invoice is being created. Hit Submit.
Set-up for scenario #3
Create a product that will eventually cancel out the deposit you will keep from the customer by going to the Product Management Page (see how to set up new products here). For example, if the customer paid a $100 non refundable deposit on a $500 invoice, then the new product you would be creating would be $100 and you should call it something like "Non Refundable Deposit Write Off".
Open up the invoice where the deposit was made. Over on the right hand side, in the Add Payment box, type in the negative amount of what the customer paid for their deposit. In our example, if they paid $100, then type in $-100 in the box. Hit "Add".
This amount will appear in the shopping cart.
Next, find the new product you created. you may have added it to the Cash Register page to ring up or maybe gave it a special code (UPC code). We will now add the "Deposit write off" product to your shopping cart as well. This should balance your shopping cart to $0 owed.
Type in a payment note saying this is a non-refundable deposit that was paid by the customer that will be kept by the facility.
Do not send invoice to customer. Hit Submit button.
Return to the customer profile page and click the "Make Payment button in the upper left hand corner next to the Invoices button. You will then see a list of open invoices. You will see the one invoice where the $200 once was applied. This will now need to be reversed. Open this invoice.
Click the "R's" to reverse all the line items in the invoice. Hit Check-out.
Do a payment note saying that you are reversing Invoice # blank and that customer paid for a deposit on blank date but it was non-refundable and has been moved.
Change the partial payment Cash Received at $0 because at this time there are no payments that have been made against this invoice. Do not send receipt. Hit Submit button.
The final step is to close the open invoices listed under the customer's account. Go back to the customer's profile page and click Make Payment. You will then see 2 open invoices listed that cancel each other out. Put your cursor in both open boxes to automatically populate the amounts owed for both. Hit Make Payment button.
Your shopping cart should balance out to $0. Hit check-out.
Do a payment note saying that you are closing open invoices. Do not send receipt. Hit Submit.