When a customer has a Store Credit in Blackpurl and an unpaid Charge on Account invoice in your accounting package, you can apply the credit to clear the invoice. This process requires steps in both Blackpurl and your accounting package.
Scenario
This process applies when the following are true:
A Customer Order Invoice was finalised in Blackpurl using the Charge on Account payment type and has integrated to your accounting package as an unpaid invoice.
The same customer has a Store Credit on their Customer Record in Blackpurl and wants to use it to pay the outstanding Charge on Account invoice.
For example, a Charge on Account invoice for $50.97 has synced to your accounting package and is sitting as unpaid under the customer's account. The customer's Store Credit in Blackpurl covers that amount.
Part 1: Adjust the Store Credit in Blackpurl
1. Navigate to the relevant Customer Record and scroll down to the Store Credits section.
2. Confirm there is enough Store Credit available to cover the invoice amount.
3. Click ACTIONS > Adjust Store Credits.
4. In the Store Credit Adjustment popup, enter the invoice amount as a negative value (for example, -50.97), type a relevant note, then click SAVE.
The customer's Store Credit balance will now be reduced by the amount you entered.
Part 2: Process the Journal Entry in Your Accounting Package
The following steps use QuickBooks Online as the example. The same general approach applies in Xero.
1. Open the customer's account in your accounting package and confirm there is an outstanding invoice with a balance owing.
2. Create a new Journal Entry for the same amount you adjusted in Blackpurl:
Line 1 (Debit): Search for and select the Store Credit Expense General Ledger account. Enter the relevant amount.
Line 2 (Credit): Search for and select the Accounts Receivable General Ledger account. Enter the same amount. In the Name field, search for and add the relevant customer.
3. Save the Journal Entry.
Part 3: Match the Journal Credit to the Invoice
1. Return to the customer's account in your accounting package. You should now see both the outstanding invoice and the journal credit in the transaction list.
2. Click Receive Payment.
3. On the Receive Payment screen, scroll down and confirm that both the outstanding invoice (debit) and the journal entry (credit) checkboxes are ticked. The total should equal zero.
4. Click Save.
The customer's account will now show the invoice as paid.
