Sometimes, an extra prepayment may appear on a client's account. This can happen if you create a credit note to correct an invoice and transfer a credit to the client's prepayments, but then use another payment method when finalising the credit note. It can also occur if a prepayment was mistakenly added to a client's account but was not actually paid. You can easily remove these accidental prepayments by refunding them.
To remove an accidental prepayment from a client's account:
Go to the Billing tab on the client's page.
Under Prepayments, select the i button on the prepayment row.
Select Refund.
Select a Payment type of refund. For example, use the same payment type as the original invoice or the one used to enter the incorrectly added payment.
Add a Description to explain that this was, for example, an accidental credit transfer.
Check the sum and date, and select Save.
Important Considerations
If a prepayment was added to the client account but was not actually paid, use the same payment method when refunding the prepayment. Select the date for the refund based on your internal workflows, for example the same date the payment was added or today's date. This ensures your end-of-day report and accounting records remain accurate.
It is always good practice to add a note explaining why you are refunding the payment.
For refunding prepayments to a client's Provet Pay card on file, see Refund a prepayment to a Provet Pay Card. For refunding prepayments (deposits) to a client's payment card using the Gravity Payments integration, see Processing Deposits.