Advances, overpayments and money on account
An Available balance is receipt money not yet allocated to invoices. It can represent an advance, excess remittance, or a receipt still waiting for allocation instructions. It is not automatically an error.
Example 1: advance before invoicing
Café Aroma pays 100 before its bill exists.
- Create the customer receipt with the actual customer, unit, currency and evidence.
- Review and Post it.
- Leave it Posted with Allocated 0 and Available 100 while no eligible bill exists.
- Once the intended invoice is Posted, allocate the 100 to that compatible invoice.
If that bill totals 327.60, its due becomes 227.60. There was no dummy invoice or automatic settlement at receipt creation.
Example 2: customer sends too much for one bill
Customer sends 400 for a bill due 327.60:
| Amount | Value |
|---|---|
| Receipt amount actually received | 400.00 |
| Allocate to the bill | 327.60 |
| Receipt still Available | 72.40 |
| Invoice amount due | 0 |
Record the real receipt amount. Do not reduce it to 327.60 merely to hide the excess, and do not over-allocate 400 to the bill. The excess is available money, not a new invoice credit note generated automatically.
Example 3: the customer identifies a later bill
If the remaining 72.40 belongs to a different compatible Posted invoice, open the same receipt and allocate it to that bill. Check remittance instructions, current due and pair uniqueness first.
If the new bill is in another unit or transaction currency, it is not a compatible target in the current browser. Do not alter historical identity/currency or choose another customer's invoice to clear the balance.
Finding money on account
Filter the register by Customer partner ID and Business unit ID, then review Posted and Partially allocated separately. Inspect Available on each receipt. There is no customer on-account total card or dedicated Available-only filter in the current screen.
Exclude Draft/Cancelled values from an assumed posted-money total. Keep currencies separate and trace receipt evidence before summing amounts.
Refunds and write-offs
The generic customer workspace has no Refund, Write off, Transfer to another customer, allocation reversal or posted-receipt cancellation action. A status label such as Refunded does not create a refund workflow here.
If an excess must be refunded or reassigned, have Accounts/application support agree the supported process, including actual banking evidence. Do not enter a negative customer receipt or a false invoice to force the balance to zero.
Keep an explanation with the money
Use receipt Notes for the original context and allocation Notes for the intended bill application. These fields are entered at creation/allocation; there is no generic receipt or allocation editor afterwards. Record later instructions through your approved reconciliation process and reference the payment number/ID.