We are integrated with Xero. We invoice customers via Breww, Breww sends the invoice into Xero, we reconcile the payment in against the invoice in Xero and the invoice in Breww gets marked as paid.
There are occasions when our customers pay us too much. We tend to hold this overpayment on account and log it in Xero as an overpayment which we would allocate to the next invoice we raise for them. HOWEVER, we have no way of reflecting this overpayment in Breww so it can be allocated to an invoice and the team that raises the invoices in Breww do not have access to Xero.
We need a feature developed to help us deal with this scenario
Overpayments can be represented in Breww, but they must be added directly into Breww (they donât import from Xero). To do this, the payment needs to be added via the âOrders, credit notes & paymentsâ tab on the customerâs account page (rather than to a specific order). This would allow the overpayment to show in Breww and be allocated to later order(s).
I can see the benefits of Breww importing these from Xero, so we can keep this thread open for this, if that would be helpful?
We have had this same issue but from a different source. We have had to split a DDS (Beeflex) order into 2 to enable us to deliver a product whilst the other was re-stocked. i.e split the order into two deliveries.
This now shows one order as overpaid, and the other ânewâ order as not paid. The pricing has split correctly and we can add a payment in the customer account to âpayâ the unpaid order. We canât remove the overpayment though. How would we go about this?
Thanks, Luke. Apologies for the delay in getting back to you; Iâve been away and Iâm the only person in the team to monitor feature request threads.
You raise a good point! Payments should normally be split over the orders when the order is split in the first place, but the SIBA payments work differently to others, so this might not have worked properly here.
Can you please open a support ticket with the details of the order so we can have a look at why this went wrong and resolve the payment issue for you? Cheers!
This would be a super useful feature for us too, pretty much the same scenario as Rebeccaâs original post (just for Quickbooks).
Our accountant does add the overpayments manually so the sales team can see the correct credit/debit balance, but then when it comes to applying overpayments this then causes misalignment with QB.
Likewise, our sales team - who issue the invoices and account manage - donât have access to the accounting software. Super important for the team to have everything they need to look after their customersâ orders without creating more internal admin in the process.
Hi Luke, I think I am missing something. How does this then get reconciled in Xero? I have added a payment to a customer in Breww and it has been applied, they now have the overpayment sitting there to apply to their next invoice but when I check in Xero there is no overpayment created for that customer.
Thanks for the question, and Iâm sorry for the confusion. We donât upload the overpayment to Xero, so it canât be reconciled at this point. It will only show in Breww until itâs been fully allocated to invoices (or refunded). Each invoice paid will have this payment uploaded back to Xero at this point.
I appreciate this isnât ideal, but itâs an area where the feature to sync overpayments between Breww and accounting platforms just doesnât exist yet, Iâm afraid.
Conner from Breww has asked that I update this ticket.
We are currently struggling with the lack of sync in the opposite direction. We need some consistency in adding (and ideally applying) payments in ONE system, which is Breww, and not have to figure out where to add payments based on whether or not an invoice is in Breww, in our old system, etc.
At the moment, Breww is only pushing payments through to Quickbooks if itâs applied to an invoice. Unfortunately, this means that thereâs no way to reconcile to our bank statement if the payment is an overpayment, or a payment for an invoice from our previous integration. Similarly, a payment that we have to apply to an invoice in Breww and another legacy invoice in Quickbooks will be a mess.
I can think of a number of ways that full fidelity of sync in both directions would be helpful, but at the very least we need a consistent behavior for all payments added in Breww - which is to have them pushed into QB regardless of whether they are applied to an invoice or not so they can be reconciled. If an overpayment (or payment) is applied to something which is only visible in Quickbooks, the balance remaining on the payment would just be reduced so it couldnât be double-applied.
Thank you. How do I apply all of my votes to getting this problem fixed?
Hi Luke. One additional challenge weâve just discovered / additional note. It doesnât look like we can apply a payment to multiple invoices either, and have that sync through to QB as a single check so our bank reconciliation works. I have a ticket open on the related issues weâre having trying to keep QB and Breww in sync when the customer does anything other than write a payment for the exact amount of an open invoice (which is very often, right now).
In reference to ticket BTK-39082, just a note that you need to be able to set the payment date for when an overpayment or old credit is applied and NOT use the date of the original payment. The act of applying a credit/overpayment is an action with a date in and of itself. If you try to use the date of the original payment and itâs in a closed period, the payment application will fail, also.
