At Provider Control Panel > Billing > Finance > Documents, you can view and manage Accounts Receivable (AR) documents of the following types:
- Invoice
- Payment
- Debit Memo
- Credit Memo
- Refund
- Void Check
- Fraud Check
Payments are used to clear Invoices. Credit Memos and Debit Memos are used to correct the already cleared Invoices: to correct a cleared invoice toward a lower amount (to make a repayment to a customer after a fully paid invoice) you issue a Credit Memo and credit your customer's account; to correct a cleared invoice toward a greater amount (to charge a customer an additional payment on top of a fully paid invoice) you issue a Debit Memo and debit your customer's account. For more information, please see Accounts Receivable (AR) Documents.
For each AR document:
- Total is the document total value. For example, the total of an invoice is the sum of all the positions listed in the invoice.
- Balance:
- for Invoices, Credit Memos, and Debit Memos: how much is still outstanding. When you click an Invoice, a Credit Memo, or a Debit Memo, the field name is displayed as Balance (Unpaid Amount) to emphasize that it shows how much of the document total still needs to be paid (for invoices and debit memos - by a customer; and for credit memos - to a customer).
for Payments: how much of the document total is still left (has not been used) to clear Invoices. When you click a Payment, the field name is displayed as Balance (Non-applied Amount) to emphasize that it shows how much of the document total is still available to pay for Invoices. For example, since standalone payments simply top up a customer's balance, they can be applied to an invoice partially. In such a case, 0 ≤ Payment Balance ≤ Payment Total and such a payment may have a remaining positive balance.
Note: You can apply payment documents with non-zero balance to invoices. Such payments have the Open status.
- Available Balance: This field shows the real time balance taking into account those transactions in the system which are currently in progress. Calculation = Balance - sum of the Totals of all orders and Not Invoiced Purchases to which this document is currently linked.
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