Customer Fund / Credit Management

Customer funds, Customer credit, Credit balance, and the customer's wallet all refer to the credit a customer has with your shop. Use it to pay an order or hold an overpayment for later. Deposit and Withdraw change the recorded balance without charging or refunding a card or bank account.

This diagram shows which way each action moves credit in the customer's wallet and on a sales order.

Unallocated order funds are payments that are not assigned to an invoice. Correcting a paid invoice can leave part of a payment available to return to the wallet.

To collect or record a payment against an order, see Collect and Record Payments.

Add or remove customer funds

Use Adjust credit on the customer's Finance & Assigned tab to add or remove credit manually.

1. Open Sales in the top menu.

   

2. Choose Customers.

   

3. Double-click the customer's row to open their details.

   

4. For more room, click View full page. You can also use Finance & Assigned in the customer window.

   

5. Open Finance & Assigned.

   

6. Beside Credit balance, click Adjust credit.

   

Add funds

1. Choose Deposit instead of the preselected Withdraw.

   

2. Enter the Amount to add.

   

3. Select the Payment method used to receive the money.

   

   This records how you received the money. It does not process a payment or send a receipt.

4. Enter an optional Reference ID, such as a bank transfer ID or cash receipt number.

   

5. Check New balance, then click Deposit.

   

Remove funds

1. Keep Withdraw selected in Adjust credit.

   

2. Enter the Amount to remove. It cannot exceed the customer's available wallet balance.

   

3. Select the Payment method used to return the money.

   

4. Enter an optional Reference ID, such as the transaction ID from that return.

   

5. Check New balance, then click Withdraw.

   

Apply credit to an order

Use Apply credit when the customer has available credit and an unpaid amount to cover. A partial credit payment leaves the remaining balance payable by another payment method.

1. On the customer's full page, open Orders.

   

2. Double-click the order you want to pay.

   

3. For more room, click View Sales Order at the bottom of the order window. You can also use Payments in the window.

4. Scroll to Payments, then click +.

   

5. Choose Apply credit….

   

6. Choose the amount option you need.

   

   • Deposit covers a deposit due when the customer's credit is enough.
   • Available Credit uses the wallet balance when it cannot cover the amount due.
   • Full Amount covers the remaining balance.
   • Custom lets you choose an amount.

   Only the options for that order appear.

7. Check Amount to Apply, or enter your amount for Custom. The amount cannot exceed the customer's available credit.

   

8. Add a Reference/Note if you want to identify the payment later.

   

9. Check Balance after payment and Credit after payment, then click Apply.

   

In this example, the payment appears as Customer credit under Payments. This means credit moved from the wallet into the order payment. YoPrint automatically assigns the payment to invoices on the order. If the order has more than one invoice, check which invoice received the credit.

Find the payment note

Continue with the same $300 credit payment on SO0181.

1. Under Payments, open More actions (⋮) beside the credit payment.

   

2. Choose View payment.

   

Your Reference/Note appears as Note under Details. ON INVOICES NOW shows $300.00 on Invoice 181 and $102.00 still due.

Check which invoice received the credit

1. Under Payments, click +.

   

2. Choose Allocate to invoices….

   

3. Choose the credit payment under Allocate from.

   

Selecting Customer credit changes the allocation column from Allocated to From Customer credit. The From Customer credit column shows how much of it is assigned to each invoice. In this example, the $300 payment is assigned to Invoice 181. Click Cancel to close the dialog without changing the allocation.

Correct an invoice before issuing credit

For an order with a payment, correcting the invoice can leave an overpayment that you can return as customer credit. The invoice has its own quantities, so make billing corrections there. Reducing an invoice quantity changes what you bill, not the quantity on the job.

1. On the sales order, open the ⋮ menu beside the invoice you want to correct.

   

2. Choose Edit.

   

Reduce the invoiced quantity

1. Reduce Qty for the affected line item.

   

2. Click Save and Close.

   

The invoice total falls by the value of the removed quantity. While you edit the invoice, unsaved totals show dashes until you save. In this example, reducing Qty from 20 to 10 lowers Invoice 181 from $402.00 to $201.00 and leaves Waiting for an invoice · $99.00 under Payments.

Apply a value discount

1. In the invoice editor, open Add Discount.

   

2. Choose Value Discount.

   

   A new discount row appears with Discount under Product and 0 in the $ field.

   

3. Under Product, replace Discount with a description that explains the adjustment.

   

4. Enter the discount amount in the $ field on the discount row.

   

5. Click Save and Close.

   

The discount reduces the invoice total. In this example, Payments shows Waiting for an invoice · $109.00 after the correction. If another invoice on the order is unpaid, YoPrint can apply the freed payment to that invoice instead.

Issue unallocated order funds as credit

Use Issue credit… to return available order funds to the customer's wallet.

1. On the sales order, scroll to Payments, then click +.

   

2. Choose Issue credit….

   

3. Under From, choose the source of the funds to return.

   

   • Not on an invoice: payment funds on the order that are not assigned to an invoice. For this correction, choose Not on an invoice, which shows $109.00 available.
   • Credit applied to this order: customer credit already applied to the order, which includes the $109.00 not on an invoice. Returning the full $300 from this source would remove the $191 paid on Invoice 181 and make it due again.

4. Click Full amount to fill Amount (USD) with the amount available from the selected source.

   

5. Check Amount (USD). For a partial credit, enter the amount you want to return to the wallet.

   

6. Use Note (optional) to record the reason, if needed.

   

7. Check What happens, including the new customer credit balance, then click Issue $50.00 credit for this example.

   

In this example, Credit issued appears beneath the original Customer credit payment, with −$50.00. This means credit moved out of the order payment and back into the wallet for another order.

Review credit balance and credit history

Check the customer's current credit balance and review every credit change on the Finance & Assigned tab.

1. On the sales order, click the customer's name.

   

2. Open Finance & Assigned.

   

3. Click View full page for more room.

   

Credit balance shows the credit your shop holds for the customer. Credit history lists deposits, withdrawals, credit applied to orders and credit returned from orders. Use Reference, the date and the signed Amount to review each change. To check a note you entered when applying or issuing credit, open that payment's details on the sales order.

A plus amount adds to the wallet. A minus amount reduces it. In this example, the $50 returned from an order adds to the wallet, while the $300 applied to an order reduces it. The return appears as one +$50.00 entry from SO0181. Its Reference shows the payment source that funded the returned credit, and the four entries leave a $320.00 Credit balance.

Outstanding shows the unpaid balance, with the overdue amount beneath it. Deposit due shows the deposit still owed. Wallet credit stays separate from these amounts until you apply it to an order.

The note for issued credit appears with the return in the payment’s History.

What customers see in the Customer Portal

When a customer opens a link from your shop, they sign in with the email address you have on file and the code sent to that address. The linked record opens. To review their balances, customers select Home in the sidebar.

On Home, they can see:

• Available credit: credit available with your shop for use toward orders.
• Deposit due: deposits still owed on their orders.
• Amount due: their unpaid balance.
• Amount overdue: the unpaid amount past its due date.

Your shop applies wallet credit from the sales order. Customers cannot apply it themselves during online checkout. Ask them to contact your shop before paying online if they want to use their credit.

Customers can select Download balance statement on Home. The statement lists unpaid and overdue invoices, with each invoice's total, paid amount, balance due and payment due date. It is an invoice statement, not a wallet-transaction history.

Customers also see wallet changes in Recent activity on Home and on the Activity page. These include credit added, adjusted and used toward an order.

Customers can review payments on their orders. On SO0181, expand the entries under Payments to see the $300 payment and $50 issued as credit.

Your team reviews the full wallet history under Finance & Assigned. For the rest of the customer experience, see Customer Portal Overview.

Credit that is not available yet

Later in this example, the $300 online payment on SO0182 is returned as credit, then $60 is refunded from that credit. This leaves $240 from that payment and $560 in total customer credit. When the online payment is received, Credit history records Original payment (System) for +$300.00 and Applied to order for −$300.00 together, so the wallet balance stays at $320.00. Returning the payment to credit adds Returned from order for +$300.00, and refunding $60 from that credit adds Provider refund (System) for −$60.00 (Used for a refund of Stripe payment). For the Issue credit… and Refund… steps on an online payment, see How Refunds Work in YoPrint.

Your customer's Home page separates held money from Available credit. In this example, the account has $560.00 in credit, but $240.00 is held, leaving $320.00 available.

For credit under review, the card shows Not available yet · $240.00.

In Admin, open the customer's Finance & Assigned tab, then Online payments. Open the payment marked Needs review, then click Review to see the hold details.

The payment shows Refund review for the $240.00 unrefunded credit and Pending readjustment. Refund review details show Stripe: refund pending · $240.00 held and Refunds and credit use paused while the hold is Open.

For an open dispute, it shows Held while a dispute is open: $240.00.

In Admin, open the customer's Finance & Assigned tab. Credit balance includes the held amount and shows $240.00 held beside it. You cannot apply or refund the held amount. Apply Customer Credit excludes the $240.00 Held credit, and Refund… is disabled on the payment under review.

Common questions

Can I manually correct the customer's credit?

Yes. Use Deposit or Withdraw in Adjust credit and include a reference that explains the correction.

What happens when I void a paid order?

When you void a published order created in YoPrint, any money paid on it returns to customer credit. A published order is one you have finished creating with Publish, even if its status is still Pending. To void an order from the ⋮ menu at the top of the sales order, see Remove an unwanted sales order.

Shopify orders follow separate payment handling. This automatic wallet transfer does not apply to them.

Returning money to the customer is a separate refund. To refund a payment from the sales order's Payments card or the customer's Online payments tab, see How Refunds Work in YoPrint.

Can credit cover only part of an order?

Yes. Apply a Custom amount of available credit, then record the remaining payment through the method the customer uses. Click + beside Payments on the sales order and choose Cash, check or other…, then follow Collect and Record Payments.

Can I refund the customer's credit balance?

Yes. For funds you recorded manually, record a Withdraw adjustment for the amount you are returning. Then refund the customer separately through the original payment method. The wallet adjustment does not send money to the customer. When you refund Unapplied credit from an online payment, YoPrint also deducts that amount from the customer's credit balance. Do not record a separate Withdraw adjustment for that refund. To refund an online payment from the sales order's Payments card or the customer's Online payments tab, see How Refunds Work in YoPrint.

Is there a credit-limit setting?

Neither Adjust credit nor Billing & terms has a credit-limit field. The wallet records the credit your shop holds for that customer.

Will the customer receive an automatic credit notification?

YoPrint does not automatically email the customer when you adjust their wallet credit. Let the customer know separately when they need an update.