When a customer makes a payment that does not fully cover the invoice amount, you can apply a credit note alongside the payment. This ensures the invoice is fully reconciled in your ERP (e.g., NetSuite) without leaving an outstanding balance.
Important information to know before starting:
Always check the Difference field before applying additional transactions.
Once reconciled, both the payment and credit note will appear in your ERP history as applied records.
For a step-by-step demonstration, watch our short video guide:
Step 1 – Locate the Invoice
Navigate to Invoices.
Search for the customer (e.g., Karimun Dudley) and open the invoice (e.g., total amount $1,300.07).
Confirm the payment received is less than the invoice balance (e.g., $893.06 payment vs. $1,300.07 invoice).
Step 2 – Check the Difference
Scroll down to the Difference field.
This shows the gap between the unmatched invoice amount and the payment received.
Example: Invoice total = $1,300.07 - Payment received = $893.06 → Difference = $407.01
This indicates you need to apply another transaction, potentially such as a credit note, to close the balance.
Step 3 – Select the Credit Note
Locate available credit notes for the same customer.
Select the appropriate credit note (e.g., $407.01).
Once selected, it appears in the Selected Transactions view.
Step 4 – Verify Totals
Confirm the Amount to Apply equals the full invoice amount.
Check that:
Payment received + Credit Note amount = Invoice Total.
The difference is now zero.
Step 5 – Match and Reconcile
Click Match to confirm the allocation.
Example:
Customer payment of $893.06 will be deposited.
Credit note of $407.01 will be applied.
Total $1,300.07 applied to the invoice.
Push the transaction to NetSuite via Review and Reconcile.
Step 6 – Verify in ERP
Refresh the invoice in NetSuite.
Confirm the invoice balance is now zero and shows Paid in Full.
Check the history:
The payment record is applied.
The credit note is fully applied.
Open the credit memo record to confirm its status changed to Fully Applied.