Goodwill credits and how they don't affect the account statement

[akust0m]

Hi everyone,

 

I'd like to discuss a subject which I am really confused about. I lodged a support ticket with WHMCS, who were helpful somewhat but my query still hasn't been answered.

 

My query is based around providing goodwill credits to customers for reasons such as service downtime etc..

 

If a credit is applied to an account, it raises the credit balance on the account which is good. Then if an invoice is raised, the customer pays the invoice total minus the credit balance on the account. This is good too however what the balance shows in the clients "Invoice/Billing" section in the summary tab is not the same as the balance in "View Account Statement".

 

So if the customer requests a copy of their "Account Statement" it wont show any of the credits supplied to them causing the balance of the "Account Statement" to be incorrect.

 

Example

 

- Apply credit of $5 to account for downtime

- Invoice for $10 for standard monthly service

- Client pays balance of $5

 

Only the $10 invoice and $5 payment will end up in the account statement causing it to to show $5 owing still yet in actual fact due to the credit the account is up to date.

 

Another way in using transactions. I use the "Annual Income Report" to obtain my monthly sales figures to input them into Quickbooks for tax purposes. If I add a credit to an account using a transaction method, this will be included in this "Annual Income Report" which is not good as I shouldn't be including goodwill credits in my income reports.

 

I would imagine that if the balance in the Summary tab is zero then the balance in the account statement should also be zero; this is not the case if credits have been used at any stage.

 

Would it be better to use the refund tool?

 

Kind regards,

Chris

[WHMCS John]

Hi,

You can add credits as a transaction so that they show upon in the report: http://docs.whmcs.com/Transactions#Adding_a_Manual_Transaction

 

Tick the "Credit" checkbox and do not enter an Invoice ID.

[akust0m]

Hi,

You can add credits as a transaction so that they show upon in the report: http://docs.whmcs.com/Transactions#Adding_a_Manual_Transaction

 

Tick the "Credit" checkbox and do not enter an Invoice ID.

 

Hi John,

 

Thank you for your reply. I would do this but this would show up in the annual income report which is what I use to obtain my monthly sales amounts for tax purposes. I wouldn't be liable to pay tax on credits given to customers.

 

Is there any way around this to omit credits from the income reports/stats?

[WHMCS John]

Hi,

The reports are open-source, so you could potentially edit them to exclude those transactions if you wished: http://docs.whmcs.com/Reports#Creating_your_own_Reports