See customer credits and deposits

Use the Credits & Deposits report to see every customer deposit, prepayment and credit, how much of each is still available, and which invoices it has been applied to.

In the sidebar, open Reports, then Payments, then Credits & Deposits. The page address is /insights/finance/payments/stored-value. The page heading reads Customer Credits & Deposits.

Before you start

• Your admin has to give your role permission to view deposits or customer credits. Either one opens the page.
• The page opens on the last 30 days, and the dates apply to when each balance was created. Widen the range to see older deposits.

Steps

1. Under Scope filters, set Payment date (start) and Payment date (end) to cover when the balances were created.
2. To look at one customer, pick them under Source account. A Branch or Currency focus narrows the list too.
3. Under Balance type, leave All types or choose Deposits, Prepayments or Customer credits.
4. Under Status, leave All statuses or choose Available, Partially applied, Fully applied, Refunded, Void or Canceled.
5. Read the Stored-value KPIs cards, then scroll to Balance visibility for one card per balance.
6. On a balance, press Account billing to open the customer's billing page, Funding payment to open the payment that created it, or Payments workspace for the payments list.
7. Under Applied documents on a balance, press Invoice to open an invoice the money was applied to, or Account for the customer.
8. Under Exports, choose CSV or XLSX and press Export to queue a file, or Download latest for the last one you ran.

What you see

• Available total is everything customers can still use, with the number of balances in scope.
• Deposits / prepayments is the cash-backed part; Customer credits is credit that is not backed by cash.
• Applied / refunded shows how much has been used against invoices and how much has gone back to the customer.
• Each balance card shows its type, the customer, the status, the effective date, and the issued, available, applied and refunded amounts.
• Applied documents lists each use of the balance with the date and amount, or No applications are recorded on this balance yet.

If something looks different

• No stored-value balances match the current filters.: widen the date range first. Then clear Balance type, Status or the account filter.
• Effective / payer account does not change the list: on this page only Source account filters balances. Pick the customer there.
• Export is missing: your role does not have the export permission.
• A card reads Account unavailable: the customer record could not be loaded. Refresh the page.

Open Credits & Deposits