How to create and manage customer over payment

When a customer overpays their invoices in Odoo, you can either use it to pay for another invoice or refund the customer. To refund the customer, you can register the overpayment and use “Send Money” (Vendor Payment) to refund.

How to Create a Customer Overpayment

1. Go to Accounting > Customers > Payments 

2. Click on NEW button

3. Fill in the relevant details.

• Payment Type: Since you are receiving money from the customer you should select the payment type as Receive Money.
• Customer: Select the relevant customer from whom you received the overpayment
• Amount: Enter the overpaid amount by the customer
• Date: Enter the date on which you received this overpayment 
• Memo: Add a memo to easily identify the overpayment
• Journal: Select the relevant bank account to which you received this overpayment
• Payment Method: Manual/Batch Deposit
• Company Bank Account: Odoo will automatically update this if you have updated customer bank account details on the customer card. If not you can leave this blank.

4. Click Confirm.

5. Now if you run the Aged Receivable Report you will be able to see this overpayment as a minus figure under the relevant customer.

To run the Aged Receivable Report:

• Go to Accounting > Reporting > Aged Receivable

Now you can either allocate the overpayment to an existing invoice or refund this overpayment. Let's see how you can do each of these in Odoo.

How to Allocate the Overpayment to an Existing Invoice

1. Go to Accounting > Customers > Invoices

2. Select the relevant invoice that you want to allocate this overpayment into. (you can search using customer name) 

3. Scroll down to the bottom of the invoice and click on Add button right next to the overpayment you created. 

4. Now you have successfully allocated the overpayment to the invoice and invoice will be marked as "Partial" until you reconcile that in the bank.

5. or You can also do the reconciliation in the AR report by clicking the Reconcile icon then you can select the invoice to which overpayment will be applied.

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How to Refund the Overpayment

1. Go to Accounting > Customers > Payments 

    2. Click on Create button.

    3. Fill in the relevant details. 

• Payment Type: Since you are refunding money to the customer you should select the payment type as Send Money.
• Customer: Select the relevant customer to whom you are going to refund the overpayment
• Amount: Enter the amount you are refunding
• Date: Enter the date on which you are going to refund this overpayment 
• Memo: Add a memo to easily identify the refund
• Journal: Select the relevant bank account from which you are going to make the refund
• Payment Method: Manual/Batch Deposit
• Customer Bank Account: Odoo will automatically update this if you have updated customer bank account details on the customer card. If not you can leave this blank.

    4. Click Confirm.

    5. Now you need to set off the created refund with the relevant overpayment. To do this you should click on the Payment Matching button.

    6. Then you need to select the relevant overpayment and the refund and click Reconcile.

   7. Now if you run the Aged Receivable report again you won't be able to see the overpayment under the relevant customer as it has been reconciled against the refund you created.