With the Future Dated Credit Balance Adjustment feature enabled, you can process credit balance adjustment from or to a future dated invoice, including:
- Transferring credit balance from a future dated negative invoice
- Applying credit balance to a future dated invoice
- Refunding credit balance that is transferred from a future dated negative invoice through external - refund or electronic refund
Enablement
Before you can access the Future Dated Credit Balance Adjustment feature, complete the following steps:
- Enable the Credit Balance feature by submitting a request at BillHive Global Support (opens in a new tab).
- Set the payment rule (opens in a new tab) to enable this feature:
- Click your username at the upper right and navigate to Payments > Payment Settings > Define Payment Rules.
- On the Payment Rules page, select Yes from the Enable future dated credit balance adjustment? list.
| Use case | Rules for specifying the adjustment date |
|---|---|
| Transferring credit balance from a future dated negative invoice | The adjustment date must be later than or equal to the source invoice date. See Example 1 below. |
| Applying credit balance to a future dated invoice | The adjustment date and amount must match the available amount of credit balance. See Example 1 below. |
| Refunding credit balance that is transferred from a future dated negative invoice through external refund | The refund date and amount must match the available amount of credit balance. See Example 2 below. |
| Refunding credit balance that is transferred from a future dated negative invoice through electronic refund | The refund date can only be set to today or tomorrow, and the refund date and amount must match the available amount of credit balance. See Example 3 below. |
You can refer to the examples in the following section to understand the use cases and the rules.
Use case examples
Example 1: Transfer credit balance from a future dated negative invoice and then apply credit balance to a future dated invoice
| Context: Today is 2020-09-01 INV-001: amount is -$100, invoice date is 2020-09-10 INV-002: amount is $10, invoice date is 2020-09-05 |
|---|
| Operation | Successful case | Failed case |
|---|---|---|
| 1. Transfer credit balance from a future dated negative invoice | Create a Credit Balance Adjustment with these parameters: The operation is successful. The credit balance of the billing account increases $100. | Create a Credit Balance Adjustment with these parameters: The operation fails because the adjustment date is earlier than the invoice date. Rule: For this operation, the adjustment date must be later than or equal to the invoice date. |
| 2. Apply credit balance to a future dated invoice | Create a Credit Balance Adjustment with these parameters: The operation is successful. The credit balance of the billing account decreases $10. | Create a Credit Balance Adjustment with these parameters: The operation fails because the available credit balance is $0 as of 2020-09-05. The $100 credit balance comes from the above transfer operation on 2020-09-10, so the available credit balance is $0 before 2020-09-10. Rule: For this operation, the adjustment date must be set to a date when the amount of credit balance is available |
Example 2: Refund credit balance that is transferred from a future dated negative invoice through external refund
| Context: Today is 2020-09-01 INV-001: amount is -$100, invoice date is 2020-10-01 INV-001 is transferred to credit balance on 2020-10-01 with amount $100 |
|---|
| Succesful Case | Failed Case |
|---|---|
| Create a Refund with these parameters: The operation is successful. The available credit balance is $100 as of 2020-10-01, so the refund date 2020-10-01 is set properly. The credit balance of the billing account decreases $100. | Create a Refund with these parameters: The operation fails because the available credit balance is $0 as of 2020-09-05. The 100$ credit balance comes from the transfer operation on 2020-10-01, so the available credit balance is $0 before 2020-10-01. Rule: For this operation, the refund date must be set to a date when the amount of credit balance is available. |
Example 3: Refund credit balance that is transferred from a future dated negative invoice through electronic refund
| Context: |
|---|
| Succesful Case | Failed Case |
|---|---|
| Create a Refund with these parameters: The operation is successful. The available credit balance is $100 as of 2020-09-02, so the refund date is set properly. The credit balance of the billing account decreases $100. | Create a Refund with these parameters: The operation fails because the available credit balance is $0 as of 2020-09-05. The operation fails because the available credit balance is $0 on 2020-09-01. The $100 credit balance comes from the transfer operation on 2020-09-02, so the available credit balance is $0 before 2020-09-02. Rule: For this operation, the refund date must be set to either today or tomorrow when the amount of credit balance is available. |
Limitation
If credit balance is transferred from or applied to a future dated invoice, in BillHive Finance, the cash data of the accounting period during which the credit balance adjustment happened does not show the actual cash amount. Here is an example.
Assume today is 2020-09-01 and a negative invoice -$100 is generated with the invoice date 2020-09-01. The invoice is transferred to credit balance with the date 2020-09-01. The credit balance on the billing account shows $100.
An invoice with the amount of $40 is generated with the invoice date 2020-10-15. Credit balance is applied to this future dated invoice and the credit balance on the billing account shows $60.
In BillHive Finance, the cash amount of the 2020-09 accounting period shows $100, but the cash amount in fact is $60. $40 cash that has been applied to the future dated invoice does not reflect in the cash amount.