Audience: Accounting Manager
Accounting Systems: Intacct, Xero, GreatPlains, QuickBooks Desktop
Summary: How to review credits in MineralTree after creating and applying credits in your Accounting System.
The article covers the following topics:
- Credits Overview
- Review Credits in MineralTree
- When Remaining Balance Is Greater Than $0
- When Credits Make Your Invoice $0
Credits Overview
For the above Accounting Systems, MineralTree does not support the application of credits within the MineralTree platform. The creation and application of all vendor credits to invoices must be completed in the Accounting System. After credits are applied to invoices in the Accounting System, those details sync to MineralTree.
The following credit information is available in MineralTree:
- Total open/available balance of credits (visible on the Dashboard)
- Credits Available by vendor (visible on the Invoices tab, Invoice Details, and Vendor Details)
- Applied credits (visible on the Invoices tab and Invoice Details)
Review Credits in MineralTree
Credit information in MineralTree can be found in several different places.
View Credits: Invoices tab
On the Invoice tab, hover over the "i" information icon to see Credits Available and Credits Applied.
View Credits: Vendor Details
On the Vendor Details, view Credits Available.
View Credits: Invoice Details
On the Invoice Details page, view Credits Available and Credits Applied.
View Credits: Payment Details
Payment Details reflect both the invoices and applied credits included in the payment.
View Credits: Vendor Remittance
Credit applications are automatically reflected in the vendor remittance email and on the check stub when invoices are paid.
When Remaining Balance Is Greater Than $0
If there is a remaining balance greater than $0.00, the following will occur:
- The remaining amount will update and display on the Invoice / Search page in MineralTree.
- The remaining balance can be paid in MineralTree on the Invoices tab.
- The "i" bubble will show the original amount when hovering with mouse on the Invoices tab.
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Information about the credit(s) applied to bills will be included on the check stub and email remittance for the payment.
When Credits Make Your Invoice $0
In some instances, an invoice can be fully covered by credit(s) and brought to $0 remaining balance. If your setting in MineralTree for "Allow $0 Amount Invoices to be Paid" is:
- Disabled - The invoice is closed out and removed entirely from the MineralTree Invoices page.
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Enabled - $0 invoices can be viewed on the MineralTree Invoices page. These $0 invoices can be added to the Selected Payments queue. MineralTree will not send out an actual payment, but once the $0 Invoice is submitted and/or authorized for "Payment", your vendor will be emailed a remittance indicating the credit has been applied.
To enable or disable the "Allow $0 Amount Invoices to be Paid" setting, please contact MineralTree Support.
The steps below outline the process of fully "paying" an invoice by credit.
- Create and apply credits in the Accounting System.
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After credits are applied in the Accounting System, they sync to MineralTree, and invoice amount updates to $0.
- Add $0 invoices to the Selected Payments queue. Click Confirm Payment.
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Payment Amount is $0. Payment Type is Credit Only. Click Submit Payments.
Note: Payment Authorization is not required for payments $0.00 or less.
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An email remittance is sent to the vendor's remittance email(s) found on the MineralTree Vendor Details page.
Note: Credits cannot be unapplied in MineralTree at this time. In addition, credit deletion does not sync. If you apply a credit to the wrong invoice or you delete a credit in your Accounting System that exists in MineralTree, the credit can be deleted out of MineralTree if it hasn't already been applied to an invoice in MineralTree. Please refer to Deleting Invalid Credits in MineralTree for more information.
Credits need to be applied before you move the invoices to the Selected Payments queue. MineralTree does not sync invoice modifications, including credit application or unapplication, once in the invoice is in the Selected Payments queue. If an invoice added to the Selected Payments queue or submitted for payment needs to be modified, please reference the Recall and Resubmit a Payment article.
To learn more about applying credits in the accounting systems, view these articles:
- Create and Apply Credits in Intacct
- Create and Apply Credits in QuickBooks Desktop
- Create and Apply Credits in Great Plains
- Create and Apply Credits in Xero
Please reach out to Customer Support with any questions:
- Phone: 855‑672‑9669
- Email: mtsupport@mineraltree.com