I have an Overpayment in Xero, what do I do in HirePOS?

In business operations, encountering overpayments from customers can be a common scenario. This document provides a detailed guide on how to resolve overpayments when using Xero and HirePOS, ensuring accurate financial records and seamless reconciliation processes.

When a customer overpays for an invoice in Xero, and the transaction needs to be reflected in HirePOS, manual intervention is required to reconcile the overpayment accurately.

During a bank reconciliation in Xero where a customer has overpaid, follow these steps:

• Match all invoices the customer is paying until the overpaid amount remains.

For detailed instructions on creating an overpayment record in Xero, refer to Xero's help documentation.

To replicate the overpayment scenario from Xero in HirePOS, follow these steps:

• Use a Credit Note in HirePOS as the equivalent of an overpayment.

• Go to Payments > Receive Payments and select the customer who made the overpayment.

• Pay all outstanding invoices, resulting in an overpayment on the last invoice.

• Open the overpaid invoice, add a generic placeholder item with the same value as the overpaid amount to make the invoice amount due $0.00.

• Save the invoice and create a Credit Note via Sales > Customer Overview by selecting New Credit Note.

• Add the generic placeholder item with a negative value equal to the overpaid amount and save the Credit Note.

After following the steps in both Xero and HirePOS, ensure that the values match in both systems. It is recommended to add notes in the reference fields of Xero and HirePOS for future reference and clarity.

By following these steps meticulously, you can effectively resolve overpayments between Xero and HirePOS, maintaining accurate financial records and ensuring smooth reconciliation processes.