Steps to Create an Invoice with a Negative Line Item
Create an Invoice for the customer to whom you want to apply the credit memo.
Note: The invoice dollar amount should match an existing invoice with an outstanding balance.
Example: If you want to create a -$1,000.00 invoice, ensure there is a previously created invoice with a $1,000.00 outstanding balance.
Add a Negative Line Item
Create a line item with a negative dollar amount in either the Labor or Parts & Materials section of the invoice.
Select any item from the item list.
If an item in your list corresponds to a specific GL account, use that item to sync properly.
Important: Ensure the dollar amount is negative.
Sync the invoice to Intacct, if applicable.
Steps to Apply the Payment
Open the Payments Module
Create a $0.00 payment for the same customer as the negative invoice.
Select any Payment Type from the dropdown list.
Apply Payment to Invoices
Click View Invoices.
Locate the negative invoice and the associated positive invoice.
Enter the amount to apply to both invoices.
Example: Apply -$1,000.00 and $1,000.00.
Click Apply.
Save and Export/Sync the Payments
Ensure the transactions sync correctly.
Verify the Credit Application
Double-check the associated invoices to confirm that the credit applied correctly.
Alternative Methods to Apply a Payment in BuildOps
Payments can be applied in three ways:
From an Invoice: Click “APPLY PAYMENT”.
From the Payments Table: Hover over Accounting → Click Payments → Click “+ NEW PAYMENT”.
From the + Icon: Click the + Icon (next to Global Search) → Click “+ NEW PAYMENT”.
Following these steps ensures proper application of credit memos and accurate reconciliation of customer balances.