What happens when you record an offline payment in both Xero/QBO/Netsuite and Chargebee?

Modified on: Mon, 17 Oct, 2022 at 3:41 PM


Scope

Can I record an offline payment in both Xero and Chargebee?

Can I record an offline payment in both Quickbooks and Chargebee?

Can I record an offline payment in both Netsuite and Chargebee?


Solution
We strongly recommend you not record the payment both on Chargebee and accounting platforms. If you have "Sync offline payments" enabled under Apps -> Xero/QBO/Netsuite -> Manage mapping, then whenever you record any payment in Xero then it will sync back to Chargebee against the customer invoice.



If you had also marked the same invoice as paid in Chargebee, then an excess payment gets created. Hence, when the next new invoice gets created for the customer in Chargebee, it will be automatically paid from the excess payments.

In such instances, if you want to move the invoice back to "Payment Due" or "Not Paid", then open the invoice and scroll down to "Payments & Credit Notes" -> Confirm if the transaction associated with the invoice is imported from the accounting platform. 

To confirm, you can click on the transaction and you will see “Payment imported from Xero/QBO/Netsuite” 



If yes, click on the three-dot ellipsis and remove the transaction from the invoice. This will move the transaction to "Payment Due". 

You can then refer to the article 
here to remove the excess payment from the customer. 



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