Display Credit Balance (Credit Memo)
See every credit memo from your accounting system in one place, search and filter them, export them, and refresh them whenever you want.
Credit memos are credits you have already issued to a customer in your accounting system, usually from a refund, an adjustment, or a discount.
Alternative Payments reads those credit memos and shows them to you in the Partner Dashboard, so your customer balances stay consistent between your accounting system and Alternative Payments. Your customers can also see their credit balance in the Customer Portal if you choose to show it.
What's new
A dedicated Credit Memos page showing every credit memo across all of your customers
A Credit memos tab on each customer, with totals for that customer
Search by memo number, and filters for issue date, status, and amount
Export your credit memos to a CSV file
Fetch credit memos on demand, so you do not have to wait for the next scheduled sync
Support for more accounting systems and PSAs, including ConnectWise, Microsoft Dynamics 365 Business Central, Oracle NetSuite, FreshBooks, and Zoho Books
Where to find your credit memos
All customers
Log in to your Partner Dashboard
Select Credit Memos in the sidebar
You will see one row per credit memo across every customer, newest issue date first.
A single customer
Go to Customers and open the customer you want
Select the Credit memos tab
This view shows only that customer's credit memos, plus three totals at the top: Total issued, Total applied, and Total remaining.
What you see in the table
Memo #
The credit memo number from your accounting system
Customer
The customer the credit belongs to. Select the name to open that customer
Issue Date
The date the credit memo was issued
Status
Where the credit stands today (see below)
Amount
The full value of the credit memo
Applied
How much of the credit has already been used against invoices
Remaining
How much credit is still available
You can sort by Memo #, Issue Date, Status, Amount, and Remaining. Just select the column heading.
Above the table you will also see a Last synced time, so you always know how current the list is.
Statuses
Open
None of the credit has been used yet. The full amount is still available
Partial
Some of the credit has been used. There is still a balance left
Applied
The credit has been fully used. Nothing remains
Void
The credit memo was cancelled in your accounting system
Statuses change in your accounting system. Alternative Payments updates them on the next sync.
Search, filter, and sort
Search by memo number Type a memo number into the search bar and press Enter. You can add more than one memo number to look up several credits at once. Matching text is highlighted in the results.
Filter Select the Filter button to narrow the list by:
Issue date (a preset range such as last 30 days, or a custom range)
Status (Open, Partially Applied, Applied, Void)
Amount range (a minimum, a maximum, or both)
Every filter you apply shows up as a chip below the search bar. Remove them one at a time, or select Clear all.
Example: To find every open credit worth more than $500, set Status to Open and set the Amount range minimum to 500.
Export to CSV
Select Export above the table
Choose a start and end date
Select Confirm
We generate the file in the background and email it to you, so you do not have to wait on the page. Exporting from a customer's Credit memos tab gives you just that customer's credits.
Refresh your credit memos
Credit memos sync automatically on a schedule. If you have just created a credit memo in your accounting system and want it in Alternative Payments right away, you can pull it in yourself:
Go to Integrations
Select the three dots ... next to your accounting or PSA integration
Select Fetch credit memos
Select Confirm
This usually finishes in a few minutes. You will see a Sync started confirmation, and the Last synced time updates when it is done.
Note: You can fetch credit memos once every 15 minutes per integration. If you try again too soon, you will see a message asking you to wait.
Supported integrations
Credit memos are available for:
QuickBooks Online (US and Canada)
QuickBooks Desktop
ConnectWise PSA (US and Canada)
Sage Intacct
Xero
Microsoft Dynamics 365 Business Central
Oracle NetSuite
FreshBooks
Zoho Books
Show or hide credit balance in the Customer Portal
You control whether your customers can see their credit balance.
Log in to your Partner Dashboard
Go to Team Preferences > Preferences
Find the Credit balance visibility option
Optional: Select Manage exceptions to leave specific customers out of the setting
Toggle Show balance to all customers
When this is off, credit memos still appear in your Partner Dashboard. Your customers simply will not see them.
What your customers see
When the setting is on, a customer signing in to the Customer Portal sees a Credit balance on their Payment Details page: a single running total of the credit still available to them. They do not see individual credit memos.
Good to know
Credit memos are read-only here. Create, edit, void, and apply them in your accounting system. Alternative Payments mirrors what is there.
Applying a credit to an invoice inside Alternative Payments is not available yet. Apply the credit in your accounting system, and the updated Applied and Remaining amounts will show up on the next sync.
Credit balances come straight from your accounting system, so the remaining amount you see here is the remaining amount there.
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