Credits on Invoices
For: Sales Representatives, Office Staff
Overview
Credits display differently on screen views versus printed invoices. Understanding how credits appear on invoices helps staff communicate clearly with customers and ensures accurate documentation for payments and accounting.
What You'll Learn
How credits display in Masava (screen view)
How credits display on printed invoices
Credit preview on pre-delivery invoices
Credits and payments shown separately
Invoice layouts for different scenarios
Recent improvements to credit display
Why Credit Display Matters
For customers:
Clear understanding of what they owe
Verification of credits applied
Proof of credit application for records
Accurate payment amount
For staff:
Quick reference for customer inquiries
Easy reconciliation with payments
Clear audit trail
Proper documentation
Real Customer Request
Tramonte & Sons:
"Today a rep asked us for a copy of a paid invoice to show how a credit and a payment were applied. The screenshot from Masava shows the breakdown which is perfect! However, when we print the invoice, it only shows one line item combining the credit & payment into one total. Can the invoice show it split into two lines, one each for credit and payment?"
Status: ✅ Completed - Credits and payments now display on separate lines in printed invoices.
Credits on Screen (Invoice Detail View)
Viewing Credits in Masava Interface
Navigate to invoice:
Go to Orders
Select and open invoice
View Transaction History section
Transaction History displays:
All transactions in chronological order
Each transaction on separate line
Clear breakdown of all amounts
Screen View Format
Example Transaction History:
Information shown for credits:
Credit application date
Credit amount (negative)
Credit Memo reference number
Credit reason/source
Balance remaining after credit
Information shown for payments:
Payment date
Payment amount (negative)
Payment method (Check, ACH, etc.)
Check number or reference
Balance remaining after payment
Benefits of Screen View
✅ Complete transaction details
Every transaction listed separately
Full context for each transaction
Easy to trace transaction history
✅ Clear for internal staff
Customer service can explain details
Accounting can reconcile easily
Sales reps can answer customer questions
✅ Detailed reference information
Credit Memo numbers for tracking
Payment methods and check numbers
Dates for all transactions
Running balance after each transaction
Credits on Printed Invoices
Invoice Totals Section Format
Standard invoice layout:
Key Features
✅ Credits and payments on separate lines
No longer combined into one line
Each credit shown individually
Each payment shown individually
Clear distinction between credit and payment
✅ Credit details included
Credit Memo reference numbers
Credit reasons/descriptions
Credit amounts clearly marked as negative
Date of credit (for payments only, not credits on summary)
✅ Payment details included
Check numbers or payment references
Payment dates
Payment methods (Check, ACH, etc.)
Payment amounts clearly marked as negative
✅ Clear subtotals
"Total Credits" subtotal
"Total Payments" subtotal
Final "Balance Due"
"PAID IN FULL" stamp when applicable
✅ Professional formatting
Hierarchical layout
Visual separation between sections
Bold/emphasis on important amounts
Easy to read and understand
Credit Preview on Pre-Delivery Invoices
Format for Open Orders (Confirmed/Fulfilled)
When credits are previewed but not yet applied:
Key Differences: Preview vs Applied
Credit Preview (Pre-Delivery):
Section titled "AVAILABLE CREDITS"
Subtitle: "(will be applied after delivery)"
Shows "Estimated Final Payment"
Includes explanatory note
Credits not actually applied yet
Credit Applied (Post-Delivery):
Section titled "CREDITS APPLIED"
No subtitle about future application
Shows actual "Balance Due"
No explanatory note needed
Credits actually applied in accounting
Invoice Layouts for Different Scenarios
Scenario 1: Fully Paid by Credit
Situation: Invoice completely paid by applying credits, no payment needed
Use case: Customer with large credit balance, smaller invoice
Scenario 2: Credit + Payment
Situation: Invoice paid with both credit and customer payment
Use case: Most common scenario for customers with credits
Scenario 3: Partial Credit Application
Situation: Credit applied but customer still owes balance
Use case: Customer has some credit, but not enough to cover full invoice
Scenario 4: Multiple Credits, No Payment Yet
Situation: Multiple credits applied, awaiting customer payment for remainder
Use case: Customer with several accumulated credits
Scenario 5: Multiple Credits + Multiple Payments
Situation: Complex transaction history with multiple credits and payments
Use case: Large invoice with partial payments and credits over time
Comparing Screen View vs Printed Invoice
What's the Same
✅ Transaction amounts match exactly ✅ All credits and payments shown ✅ Reference numbers included ✅ Final balance displayed ✅ Chronological order maintained
What's Different
Screen View:
Shows transaction dates for each item
Running balance after each transaction
More detailed descriptions
Internal notes visible
Credit reasons fully spelled out
Printed Invoice:
Cleaner, more customer-friendly layout
Grouped by type (credits, then payments)
Condensed descriptions
Only customer-relevant information
Professional formatting
Both formats are accurate - screen view is for internal reference, printed is for customer communication.
Best Practices
Creating Clear Invoices
✅ Ensure credits are applied before printing final invoice
Don't print invoice with credits pending
Apply all credits first
Then print for customer
✅ Include credit reference numbers
Essential for customer records
Helps with accounting reconciliation
Required for audit trails
✅ Use clear credit descriptions
Brief but informative
Example: "Product Return - Case Breakage"
Not just: "Credit"
✅ Print invoices after delivery when credits actually applied
Pre-delivery: Use preview format
Post-delivery: Use applied format
Don't confuse the two
For Customers with Regular Credits
✅ Always show available credits on new invoices
Especially for Tramonte customers
Use credit preview feature
Helps customer plan payment
✅ Provide updated invoices after credit application
Don't assume customer knows about credits
Send revised invoice showing new balance
Include payment instructions
✅ Keep customers informed of credit changes
New credits issued
Credits about to expire
Large credit balances available
Tips for Staff
Customer Service
💡 When customer asks about credit on invoice:
Open invoice in Masava
Show screen view with full transaction details
Explain each credit and payment
Print invoice showing breakdown
Email PDF to customer if requested
💡 When customer disputes balance:
Review transaction history in detail
Verify all credits were applied
Check payment amounts and dates
Compare screen view to printed invoice
Provide detailed explanation with documentation
Sales Representatives
💡 When creating orders for customers with credits:
Check available credits first
Show credit preview on order
Communicate final amount to customer
Confirm customer understands credits will apply
Follow up after delivery to confirm application
💡 When customer pays less than expected:
Check if credits were recently applied
Customer may have seen updated invoice with credits
Verify final balance matches their payment
No issue if credits explain the difference
Troubleshooting
Credits not showing on printed invoice
Check:
✓ Were credits actually applied (not just previewed)?
✓ Is invoice regenerated after credit application?
✓ Is correct invoice template being used?
✓ Try printing latest version
Solutions:
Refresh invoice detail page
Regenerate invoice PDF
Verify credits show in transaction history
Contact admin if template issue
Credits and payments combined on one line (old format)
Check:
✓ Is invoice template updated to latest version?
✓ When was invoice created?
✓ Check with administrator about template version
Solution:
This was the old format
Invoice templates updated to show separately
Contact administrator to apply updated template
May need to regenerate old invoices with new template
Credit descriptions not showing
Check:
✓ Were descriptions entered when credit created?
✓ Is there a character limit on invoice template?
✓ Try viewing screen version
Solutions:
Add descriptions when creating credits
Screen view always shows full details
Print screen view if needed for detailed breakdown
Multiple credits showing as one total
Check:
✓ Invoice template version
✓ Number of credits applied
Solution:
Updated template shows each credit separately
If showing as total only, template needs update
Contact administrator for template upgrade
Before and After Format Update
Before (Combined Format)
Problem: No breakdown visible, just combined total
After (Separated Format)
Solution: Clear breakdown of credits and payments separately
Related Documentation
Credit Management
Understanding Credits in Masava - Credit fundamentals
Viewing and Applying Credits - How to apply credits
Credit Troubleshooting - Solving credit issues
Payment Topics
Recording Individual Payments - Payment recording
Payments Troubleshooting - Payment issues
Order Management
Order Status Lifecycle - When credits can be applied
Need Help?
For invoice display issues:
Verify invoice template is updated
Check that credits are actually applied
Contact administrator for template updates
For customer questions:
Show detailed screen view first
Print invoice with clear breakdown
Explain each credit and payment
Provide reference numbers for tracking
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