• “How do I record a balance owed from a previous system into Molo?”
  • “A customer has a prior credit or outstanding balance — how can I reflect that in their account?”

Resolution Steps

Step 1: Create an Inventory Item - How to Create an Inventory Item

  1. Go to Inventory → Items.
  2. Click New Item and name it “Previous System Balance”.
  3. Set the Sales Price to $1.00.
  4. Assign a relevant Category (for example, “Adjustments” or “Balances”).
  5. Ensure Quantity Can Be Decimal is turned ON.
  6. Set the Flat Rate option (so the price does not change per quantity).
  7. Save the item.

Step 2: Add a Previous Balance Owed

  1. Go to Contacts → Select the Customer Account → Actions.
  2. Click New Sale/Invoice.
  3. Add the item Previous System Balance.
  4. Choose one of the two options below:
    • Option 1: Set Quantity = 500 and keep price at $1.00.
    • Option 2: Set Quantity = 1 and override the price to $500.
  5. Save the invoice. The balance will now appear on the customer’s account as owed.

Step 3: Add a Previous Credit Balance (if applicable)

  1. Open the same Customer Account.
  2. Click Actions → New Credit Note.
  3. Add the Previous System Balance item.
  4. Set the credit amount (for example, $100).
  5. Click Save → Credit Return → Save again to finalize.
  6. The customer’s account will now display a $100 credit.

 

Verification: This process allows you to accurately record previous balances or credits from an external system in Molo.