Roll over a cancelled deposit

The client cancelled but wants to keep what they paid for next season.

Track

Credit creation

Phase

Keep the money as credit

Starts with

Paid program cancelled

Ends with

Credit for next season

The situation

The deposit stays with the lodge as credit for the client, and the rest of the invoice is closed.

Accounting opens Create Credit Memo and chooses Rollover deposit as customer credit.

AccountingSystemClient

1
Accounting opens the paid or partly paid invoice
Accounting
Confirm with the client that they prefer credit to a refund.
2
Accounting chooses Rollover deposit as customer credit
Accounting
This is the key moment of the journey: the paid money becomes credit. This is the key moment of the journey.
3
SettleWise creates a credit memo for the paid amount and writes off the unpaid rest
System
Two memos when the invoice was partly paid.
4
The client receives the credit memo and the timeline records it
System
The invoice keeps its payments.

Accounting

Owns money movement, registers, and reconciliation.

System

Automates emails, matching, reminders, and sync.

Client

Receives invoices, reminders, and payment links.

Client

The credit memo by email.

Why: Know the deposit is kept for later.

A rollover keeps the money as credit. Nothing goes back to the client.