Managing client payments, including overpayments, is an essential part of maintaining accurate financial records. This guide will walk you through the process of issuing credit for a client overpayment, ensuring that you know how to properly record and track the credit until it’s redeemed.

Table of Contents

• Recording the Credit for Overpayments

• Tracking the Credit

• Applying the Credit to another Lead

1. Identifying the Overpayment

When a client makes an overpayment, you’ll notice it reflected in the Financials Review section. For example, if the client overpays by $840, this amount will appear as a negative balance (e.g., -$840.00), indicating money that is owed back to the client. Typically, the Rack/Payments section should show no discrepancies, but in the case of an overpayment, this negative balance will appear.

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2. Recording the Credit for Overpayment

To handle the overpayment, you’ll need to issue a credit. Here’s how to do it step-by-step:

• Navigate to the Client Payments section under the Financials tab.

• Click the Add dropdown and select Add Payment.

• Select Unpaid as the Status and Credit as the Type. Learn how to add new Invoice Status's and Type's here.

• Enter the amount of the overpayment as a negative value (e.g., -$840.00).

• You can leave the payment as Unpaid until the client redeems the credit in the future. This will record the overpayment, and it will sit in your records as a negative balance, showing that this is money owed to the client.

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3. Tracking the Credit

Once the credit has been recorded, it will appear in your financial records as a negative payment, indicating the credit owed to the client. To see a list, navigate to the Financials Section then Client Payments , and then the Unpaid tab, where you can view all pending client payments, including those with credits. You can filter by All, Next Week, or Next Month Leads to keep track of upcoming trips that may need this credit applied.

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4. Applying the Credit to Another Lead

If you need to apply the credit from one lead to another, follow these steps:

• Go to the lead with the Unpaid credit and edit the line item to change its status to PAID. If you don't remember, use Step 3 to locate the lead above.
  
  

• Next, navigate to the lead where the credit will be applied. Under the Financials tab in the Client Payments section, click Add and select Add Payment.
  
  

• Set the Status as Paid and the Type as Credit.
  
  

• Include a Note that indicates the Lead ID from where the credit originated for historical tracking. (Example: "Overpayment Credit from Lead ID 1357924")
  
  
  

• If there are existing payments due, you’ll need to adjust one of the Unpaid amounts by the amount of the credit. For example, deduct $840 from an unpaid balance of $2625.

  
  

  

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By following these steps, you ensure that the overpayment is correctly tracked and that the client’s credit can be applied to a future booking or payment.

And that's how to Handle Client Overpayments and Issue Credit on the Oasis Travel Platform! We hope you found this guide helpful. If you need additional help or want to share your thoughts, reach out at [email protected]. We love hearing from you and are always here to help.