> For the complete documentation index, see [llms.txt](https://help.alternativepayments.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.alternativepayments.io/payments-and-invoicing/display-credit-balance-credit-memo.md). # 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. {% hint style="info" %} **Note:** Credit memos are read-only in Alternative Payments. You create, change, and apply them in your accounting system, and Alternative Payments reflects what is there. {% endhint %} *** ### 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 1. Log in to your [**Partner Dashboard**](https://app.alternativepayments.io/) 2. Select **Credit Memos** in the sidebar You will see one row per credit memo across every customer, newest issue date first. #### A single customer 1. Go to **Customers** and open the customer you want 2. 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**. {% hint style="info" %} **Note:** If you do not see the **Credit Memos** page or the **Credit memos** tab, the feature is not enabled for your account yet. Reach out to your Customer Success Manager or and we will turn it on. {% endhint %} *** ### What you see in the table | Column | What it means | | -------------- | ------------------------------------------------------------------------- | | **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 | Status | What it means | | ----------- | ------------------------------------------------------------------------ | | **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 1. Select **Export** above the table 2. Choose a start and end date 3. 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: 1. Go to [**Integrations**](https://app.alternativepayments.io/dashboard/integrations) 2. Select the three dots **...** next to your accounting or PSA integration 3. Select **Fetch credit memos** 4. 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. {% hint style="warning" %} **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. {% endhint %} *** ### 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. 1. Log in to your [**Partner Dashboard**](https://app.alternativepayments.io/) 2. Go to **Team Preferences** > [**Preferences**](https://app.alternativepayments.io/dashboard/team/preferences) 3. Find the **Credit balance visibility** option
4. Optional: Select **Manage exceptions** to leave specific customers out of the setting
5. 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. *** **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.alternativepayments.io/payments-and-invoicing/display-credit-balance-credit-memo.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.