One figure to pay, if you debit the credit yourself
Statements can now end in a single Amount to pay, with the company’s store credit already subtracted. It is off until you turn it on, because it is only safe where the money reaches you outside Shopify: Shopify cannot apply store credit to an invoice that is already issued, so if a buyer pays the reduced figure through Shopify the invoice stays short, and a short invoice goes overdue.
How to turn it on. Statements, Document settings, tick Subtract store credit from the amount due, and Save. From then on a statement for a company that holds credit and still owes something ends in two lines under the totals: Store credit to apply, and Amount to pay. The credit is never taken past zero: a company owing less than its credit is asked for 0.00, never a negative figure. Leave the box off and every statement prints exactly as it does today, with the credit stated as its own line outside the totals.
What the buyer sees. The same two lines on their Finance and payments page in their account, and in the PDF they download from there. The page and the PDF are worked out the same way, so the figures match. One exception: a company with open orders in more than one currency gets no Amount to pay on the page, because one figure under a mixed total would belong to neither currency. Their PDF still shows it, per currency. On the PDF the Store credit to apply line also carries the day the credit was read, because a document outlives the day it was made and the credit can move after it.
What your bookkeeper has to do. When the payment arrives, debit that store credit in Shopify by hand. Quay subtracts the credit on the statement, it does not spend it. If the credit is left in place, the next statement subtracts the same credit again, and the buyer can also spend it on a new order. That is the whole reason this is a setting and not the default.
Two earlier changes this post also covers. The money columns on statements and in the CSV export are named Amount and Deducted since 11 September, where they were Invoiced and Credited before. If a spreadsheet or an accounting import of yours looks for those column names, point it at the new ones. With Amount to pay switched on, the export writes both that figure and the deduction into the Store credit column, so summing that column no longer means anything. And the Amount column is now the order’s price as it stands in your admin. If you edited an order’s total, the Amount column used to add up every version of that total instead of showing the current one, and Deducted absorbed the difference. The Balance was right the whole time; the two columns above it were not. On the activity statement, a changed order total is now labelled Invoice adjusted. A credit against an order, or a refund Shopify recorded with no payment to send back, is labelled Deducted, the same word the column uses. A refund of money the buyer had already paid is labelled Refund to buyer.
What a statement of account has to show is in B2B account statements on Shopify. Why store credit sits outside the totals in the first place is in store credit on statements.