Canceling Inbound Customer Payments

Credited Invoices

If you want to prevent a customer from paying an invoice that has already been credited, you must amend the payment's Payment Stage to "Expired". You might want to do this, if for example, you have issued a credit note for a sales invoice or billing document.

To do this:

  1. Navigate to the sales invoice or billing document you want to cancel payment for.
  2. Click the payment link displayed on the sales invoice or billing document. For example, PAY-000000000.
  3. Change the payment stage to "Expired".
  4. Click Save.

Refunding Payments

When you use the Refund feature of Asperato Connector and the refund stage of the Asperato refund is "Refunded to customer", Accounting automatically creates a cash entry of the "Refund" type. When you refund a full payment for multiple invoices, Accounting automatically creates multiple cash entries of the "Refund" type, one per invoice.

The Asperato Refund field is populated if a customer payment refund via Asperato is successful. When the refund is unsuccessful, the Asperato Connector creates payment worker records.

Such records are created for each unsuccessful refund as follows:

  • If the payment is for a single sales invoice or billing document, a single payment worker is created.
  • If the payment is for multiple sales invoices or billing documents, multiple payment workers are created, one per invoice or document, with their respective amounts.

You also receive email notifications for both successful and unsuccessful customer payment refunds via Asperato. These notifications contain useful information about the status of your refunds, such as:

  • Number of successful and unsuccessful refunds
  • Number of cash entries created and posted for successful refunds
  • Further information on troubleshooting unsuccessful refunds

If you want to refund a customer payment made with the Asperato Connector, we recommend using the following process:

  1. Manually create a sales credit note or convert the sales invoice or billing document you want to refund into a credit note, according to your preferred accounting procedure. For more information, see the Accounting Help and the Billing Central Help.
  2. Navigate to the sales invoice or billing document you want to refund payment for.
  3. Select Payment.
  4. Click View.
  5. Click Refund.
  6. Enter the amount you want to refund. If you are refunding a multiple invoice payment, you must enter the full original payment amount.
  7. Click Process Refund. Asperato Connector creates a new Refund record. If the refund is successful and its refund stage changes to "Refunded to customer", Accounting creates a cash entry of the "Refund" type. If you are refunding a full payment for multiple invoices, Accounting creates multiple cash entries of the "Refund" type, one per invoice.
  8. Match the cash entry with the credit note using Accounting, according to your preferred accounting procedure. For more information see the Accounting Help.