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Total balance and overpayments

In Client card / Invoicing, you can see, among other things, an overview of invoices issued to the given client. The Balance column shows you how much the client owes. The sum of all the values in this column is given in the Total balance item at the bottom of the table. Apart from this balance, there is one more item that has the same name (Total balance). You can find it above the table (together with the Overpayments item).

What is the difference between the two balances?

  • The total balance at the bottom of the table takes into account only the values given in the table displayed. For example, values for the year 2019.
  • The total balance above the table takes into account all the available years as well as overpayments. Total balance (above the table) = sum of all debts + sum of all overpayments.

Examples:

  • If a client has a debt of 30 EUR from the previous year and 20 EUR from the current year and has no overpayments, the total balance above the table is -50 EUR. The total balance at the bottom of the table is -30 EUR in the previous year and -20 EUR in the current year.
  • If you add a new client with an overpayment of 20 EUR to the system (item Opening balance + generation in Other / Tools), you can find an “invoice” for 0 EUR in Client card / Invoicing. Total balance at the bottom of the table = 0 EUR. Overpayments = 20 EUR. Total balance above the table = 20 EUR (0 + 20).
  • If you add a new client with an overpayment of 20 EUR to the system (item Opening balance + generation in Other / Tools) and then issue an invoice for 20 EUR: Total balance at the bottom of the table = -20 EUR. Overpayments = 20 EUR. Total balance above the table = 0 EUR (-20 + 20). If you want the Overpayments amount to be 0, you need to apply the overpayment to the unpaid invoice (Invoice details: Apply overpayment). If you do that, the overpayment changes from 20 EUR to 0 EUR and the total balance from -20 EUR to 0 EUR. The same value (0 EUR) appears in all the three items.

Refund overpayment and apply overpayment

Both these actions can cause the Overpayments amount to become 0 EUR. In the first case, the total balance changes as well. In the second one, it does not.

Let us have a look at an example:

A client has a total debt of 50 EUR and a total overpayment of 20 EUR. Their total balance is -30 EUR (-50 + 20).

  • If you refund the entire overpayment to the client, the Overpayments amount changes from 20 EUR to 0 EUR. The total debt remains the same, though. The total balance changes from -30 EUR to -50 EUR (-50 + 0).
  • If you apply the entire overpayment to an invoice / invoices, the Overpayments amount changes from 20 EUR to 0 EUR. The total debt also changes: from 50 EUR to 30 EUR. The total balance remains unchanged. It is still -30 EUR.