The *TAB feature allows you to apply a credit to a customer record. A credit balance is a result of an overpayment that occurs when a customer sends in too much money to pay an Unpaid Balance. You can use *TAB in Service Central for dues/subscriptions (including cash and accrual methods (SUB)), Meeting (ME), Orders (OE), Fundraising (FR) and AR/Cash (INV) transactions.
The *TAB feature works through the Process customer requests window and directly through the Payment Entry window. There are some differences in how payment information is presented depending on which process you choose to use.
The following procedures address using *TAB through the Process customer requests window then accessing the Payment Entry window and directly through the Payment Entry window only.
To apply a credit balance from Process customer requests
1. From Service Central, select Process customer requests to open the Process customer requests window.
2. Click Find to locate the customer’s record.
3. Click Payment to open the Payment Entry window.
Note: The Pay Amount field is the total of the line items checked for payment in the Pay column. Line items are automatically checked for payment except, Fundraising (FR) and credit balances. If you go directly to the Enter and edit payments window (from Service Central, select Enter and edit payments), checkboxes in the Pay column are not automatically checked for payment.
4. Place your cursor in the Check/CC field and enter an asterisk (*), and press Tab to open the Select Open Payments window.
The view defaults to an individual view. If you press All, all customer records with an open credit balance displays.
Note: All credit balances from overpayments to Fundraising or Accrual Dues items are filtered out and will not display on the Select Open Payments window.
5. Make a mental or written note of the available credit balance. Double-click on the line item or, select the line item and click OK. The system returns to the Payment Entry window.
6. Enter the amount of the available credit balance you wish to apply in the Pay Amount field. Do not enter more than the amount of the available credit balance.
7. Click Save. The system populates the Check/CC field with the invoice reference number of the original transaction that resulted in a credit balance.
To apply a credit balance from Enter and edit payments
1. From Service Central, select Enter and edit payments to open the Enter and edit payments window.
2. Click New.
3. Press Tab and enter an Id, or click the lookup icon to select an Id.
4. Press Tab. The system populates the Enter and edit payments window with the individual’s payment information.
5. Place your cursor in the Check/CC field and enter an asterisk (*), and press Tab to open the Select Open Payments window.
The view defaults to an individual view. If you press All, all customer records with an open credit balance displays. The above view is All.
Note: All credit balances from overpayments to Fundraising or Accrual Dues items will be filtered out and will not display on the following window.
6. Double-click on the line item or, highlight the line item and click OK. The system populates the Check/CC field with the invoice reference number of the original transaction that resulted in a credit balance. Make a mental or written note of the available credit balance.
7. Enter the amount of the available credit balance you wish to apply in the Pay Amount field. Do not enter more than the amount of available credit balance.
8. Select line item(s) by clicking the checkbox in the Pay column that you wish to pay with the credit balance.
9. Click Save.