How do I add credit without an invoice or pay out a user's credit?

In short: As a system administrator or co-admin, you can credit amounts without an invoice or tax in a user's “Credit account” tab, or pay out the entire current credit. You will find both bookings under “Manual bookings”.

Detailed instructions

In addition to the regular credit top-up (with invoice and tax), there are two manual bookings that are executed directly on the user's credit account. They are suitable, for example, for amounts that were billed outside the platform or for refunding a remaining credit to the user.

Requirements

• You are logged in as a system administrator or co-admin.
• The user belongs to your system.

Add credit without an invoice

1. Navigate to Users and open the user in question.
2. Switch to the Credit account tab.
3. Under Manual bookings, click Add credit without invoice.
4. Enter the amount (e.g. 150.00) and optionally a description.
5. Confirm with Credit amount.

The amount is credited to the credit account unchanged. No invoice is created and no tax is calculated.

Pay out current credit

1. Open the user and switch to the Credit account tab.
2. Under Manual bookings, click Pay out current credit.
3. Check the payout amount displayed and optionally enter a description.
4. If required, enable Create payout invoice.
5. Confirm with Create payout.

The entire current credit is always paid out and the credit account is set to zero.

Further frequently asked questions

What does the “Create payout invoice” option do?

Without this option, only the credit account is booked. With this option, a credit note is additionally created on the user's payment account and a payout invoice including tax is generated. The invoice has the status “open” and can be marked as paid after the bank transfer.

Can I pay out only part of the credit?

No. The payout always covers the entire current credit. For partial amounts, use the regular management of account statements.

Why is the “Pay out current credit” button greyed out?

A payout is only possible if the credit is greater than zero. If the credit is zero or the balance is negative, the button is disabled.

Where can I see the manual bookings?

All bookings appear in the user's prepaid account statements. Manual credits are marked with the category “manual”, payouts with the category “payout”. To view them, click Show prepaid account statements in the Credit account tab.

Who can make manual bookings?

Only system administrators and co-admins of the respective system. Other user roles do not see the “Manual bookings” section.