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Credits Ledger

  • 14/01/2026
  • Knowledge

How To
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The Credits Ledger enables you to create receipts, journals, refunds and apply credits to your Office Account. If a client has overpaid an invoice, a credit can be entered against the receipt.

  • Desktop
  • Web

Access the Credits Ledger

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

 
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The Credits Ledger can be popped out by clicking in the top-right corner.

Create a New Credit Receipt

 

To create a credit receipt (or credit note):

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Click New Receipt.

    The New Office Receipt window will open.

  5. Enter the Total amount.

  6. Enter or select the client in the Mailing Address. Type directly into the textbox or click Select List to choose the person the Card List, then click Select.

  7. Choose a Payment Type by clicking Select List and choosing an option from the list, then click Select.

    Once you have chosen the Payment Type and depending on your selection, you may want to enter the Payment Type Details which may automatically display for you to complete. If not, click More Details and complete the bank account details fields. Click OK.

 
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If you have selected either EFT or Credit Card as your payment type and you have multiple bank accounts in LEAP, you can change the office bank account to be used for the receipt.

  1. (Optional) Edit the Memo.

  2. Enter a Receipt No. if you are not using automatic sequential numbering.

  3. Enter or select a Date.

  4. Click into the Apply field on the Credit row (under the Memo column) then enter an amount. The total applied amount must equal the amount entered in Total.

  5. Click Save & Close.

    The receipt will be recorded in the matter under the Office Accounting > Payments & Debtors tabs and Office Accounting > Credits Ledger tabs.

 
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You can also Save & New Bank Deposit to save & close the receipt and automatically open a new office bank deposit. For more information on office bank deposits, click here.

 
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A credit receipt can be created when a refund is received from a supplier. The first step is to create a New Office Receipt (New Credit Line). This step is needed to accurately record funds being re-introduced into the Office Account.  The available funds created from this receipt are then either Applied to Invoices or Refunded directly to the client's personal bank account.

Reverse a Credit Receipt

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Open the receipt.

  5. Click on the toolbar.

  6. (Optional) Edit the Memo.

  7. Enter or select a Date.

  8. Click Save & Close.

    The reversal will be recorded in the matter under the Office Accounting > Payments & Debtors tabs and Office Accounting > Credits Ledger tabs.

 
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If the error message "Not enough credit to complete this transaction" appears when reversing a credit receipt, you will first need to reverse any associated invoices, then try reversing the receipt again.

Create a New Credit Journal to Another Matter

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Click New Journal.

    The New Credit Journal window will open.

  5. Enter a Journal No. if you are not using automatic sequential numbering.

  6. Enter or select a Date.

  7. In the top row of the table, click the Matter No. (the current matter you're in will be input by default), the Debtor, the Reason and the Amount of the journal as a negative figure i.e. -250.

  8. In the following row of the table, enter the Matter No. (the matter you want to transfer to), the Debtor, the Reason and the Amount of the journal as a positive figure i.e. 250.

 
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The Out of Balance must be 0.00.

  1. Click Save & Close.

Reverse a Credit Journal

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Open the journal.

  5. Click on the toolbar.

  6. (Optional) Edit the Reason for each matter.

  7. Click Save & Close.

Create a New Credit Refund

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Click New Refund.

    The New Credit Refund window will open.

  5. Enter the Amount.

  6. The default Bank Account is used. If you want to use a different account, click and select one from the list, then click Select.

  7. Enter or click  to select a card for Pay To and Address fields.

  8. Enter or click  to select a Payment Type.

    Once you have chosen the Payment Type and depending on your selection, you may want to enter the Payment Type Details which may automatically display for you to complete. If not, click More Details and complete the fields and click OK.

  9. Enter a Payment No. if you are not using automatic sequential numbering.

  10. Enter or select a Date.

  11. Enter a Reason.

  12. Click Save & Close.

    The reversal will be recorded in the matter under the Office Accounting > Payments & Debtors tabs and Office Accounting > Credits Ledger tabs.

 
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If you need to move funds from the Office Account into the Trust Account, you can record this in LEAP by first creating a New Credit Refund and selecting a card with your Trust Account details, then creating a Trust Receipt for the associated Trust Account. This ensures that the funds are properly recorded as moving from the Office Account into the Trust Account.

Reverse a Credit Refund

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Open the payment.

  5. Click on the toolbar.

  6. Enter or select a Date.

  7. (Optional) Edit the Reason.

  8. Click Save & Close.

Apply Credit to Invoices - Single Matter

 
 
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You must have a credit balance in order to apply credits to an invoice.

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Click Apply to Invoices.

    The Apply Credit to Invoices window will open.

  5. Enter a Memo.

  6. Enter a Transaction No. if you are not using automatic sequential numbering.

  7. Enter or select a Date.

  8. Enter the Total amount.

  9. In the table of invoices, enter the amount of credit balance to an invoice in the Apply column.

 
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The Out of Balance must be 0.00.

  1. Click Save & Close.

Apply Credit to Invoices - Multiple Matters

 
 
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You must have a credit balance in order to apply credits to an invoice.

  1. From LEAP Matter List, click the LEAP Menu > Accounting > under Office Accounting > Apply Credit to Invoices.

    The Apply Credits to Invoices will open in a new window.

  2. (Optional) Click Select List to Select Batch No.

  3. (Optional) Edit the Memo.

  4. Enter or select a Date.

  5. Tick the Print checkbox if you wish to print the transaction after saving.

  6. Enter the credit balance of an invoice in the Apply column.

    You can also click Apply All to apply all available credit balances to the invoices (starting from top to bottom if there are more than one invoices per matter).

    Otherwise, click the drop-down arrow of Apply All and select Clear Applied to clear all of Apply column.

  7. Click Save & Close.

Reverse a Credit Applied Transaction

 

  1. Open the matter.

  2. Click LEAP Accounting.

    LEAP Accounting will open in a new window.

  3. Click the Office Accounting > Credits Ledger tabs.

  4. Open the transaction.

  5. Click on the toolbar.

  6. (Optional) Edit the Memo.

  7. Enter or select a Date.

  8. Click Save & Close.

Access the Credit Ledger

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

Create a New Credit Receipt

 

To create a credit receipt (or credit note):

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Click New Credit Receipt to open the New Credit Receipt window.

  4. By default, the Debtor's Mailing Address field displays the current matter client's name and address. Click to change it from the window. You can also directly type a name and address into the Debtor's Mailing Address textbox by deleting the existing information then entering the new details.

  5. Enter the Total amount.

  6. Select a Payment Type from the drop-down list. Once a payment type is selected, the Payment Type Details window displays.

    Complete the relevant information in the window and click Add. If you need to change any of the payment type details at any stage, click .

 
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If you have selected either EFT or Credit Card as your payment type and you have multiple bank accounts in LEAP, you can change the office bank account to be used for the receipt.

  1. Enter a Receipt No. if you are not using automatic sequential numbering.

  2. Enter or select a Transaction Date.

  3. (Optional) Edit the Memo.

  4. Click New Line.

    A new line will be created with Credit under the Memo column.

  5. (Optional) Edit the Memo.

  6. Click into the Apply field on the Credit line and enter an amount. The amount must be equal to the amount entered in Total.

  7. Click Save.

    The receipt will be recorded in the matter under the Office Accounting > Payments & Debtors tabs and Office Accounting > Credit Ledger tabs.

Reverse a Credit Receipt

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Open the receipt.

  4. Click Reverse.

  5. Enter or select a Transaction Date.

  6. (Optional) Edit the Memo.

  7. Click Save.

Create a New Credit Journal to Another Matter

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Click New Credit Journal to open the New Credit Journal window.

  4. Enter a Journal No. if you are not using automatic sequential numbering.

  5. Enter or select a Transaction Date.

  6. In the top row of the table:

    • By default, the Matter No. cell is auto-filled with the matter you're in. Click into the Matter No. cell to select a different matter from a drop-down list, if required.
    • Type a description in the Reason cell.
    • Enter the amount you're transferring from the current matter in the Credit cell.

  7. In the following row of the table:

    • Click into the Matter No. cell to select the matter from a drop-down list.
    • Type a description in the Reason cell.
    • Enter the amount you're transferring to the other matter in the Debit cell.
 
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The Out of Balance must be 0.00.

  1. Click Save.

Reverse a Credit Journal

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Open the journal.

  4. Click Reverse.

  5. Enter or select a Transaction Date.

  6. Click Save.

Create a New Credit Refund

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Click New Credit Refund to open the New Credit Refund window.

  4. The default Bank Account is used. If you want to use a different account, select one from the drop-down list.

  5. Enter the Amount.

  6. Click to select a card for Pay To and Address fields.

  7. Select a Payment Type from the drop-down list. Once a payment type is selected, the Payment Type Details window displays.

    Complete the relevant information in the window and click Add. If you need to change any of the payment type details at any stage, click .

  8. Enter a Payment No. if you are not using automatic sequential numbering.

  9. Enter or select a Transaction Date.

  10. Enter a Reason.

  11. Click Save.

Reverse a Credit Refund

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Open the payment.

  4. Click Reverse.

  5. Enter or select a Transaction Date.

  6. (Optional) Edit the Reason.

  7. Click Save.

Apply Credit to Invoices on a Matter

 
 
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You must have a credit balance in order to apply credits to an invoice.

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Click Apply Credit to Invoices to open the New Apply Credit to Invoices window.

  4. Enter the Total Amount.

  5. Enter a Transaction No. if you are not using automatic sequential numbering.

  6. Enter or select a Transaction Date.

  7. Click the Apply field of an invoice and enter the amount of credit you wish to apply to the invoice.

 
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The Out of Balance must be 0.00.

  1. (Optional) Enter a Memo.

  2. Click Save.

Reverse a Credit Applied Transaction

 

  1. Open the matter.

  2. Hover over the Office Accounting tab then click Credit Ledger.

  3. Open the transaction.

  4. Click Reverse.

  5. Enter or select a Transaction Date.

  6. (Optional) Edit the Memo.

  7. Click Save.

Last Modified Date
14/01/2026 7:50 pm
Title
Credits Ledger
URL Name
Credits-Ledger-NZ

Resolution
Office Accounting
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Credits Ledger