Paying and allocating invoices

Paying and allocating invoices

How to process payments/receipts and allocate them to invoices
[Click Here] to download this guide as a PDF file


This guide will cover how to create and process payments or receipts and match them off to your invoices, this is for customer and supplier transactions.

  1. To begin, you need to specify if you are doing a customer receipt (Sales > Receive Payment) or a supplier payment (Purchases > Pay Invoices).
            
       
    




  1. This is what the payment screen looks like for both customers and suppliers.
    1. This is where you specify what currency the invoices are billed in and the date range you want to look for when finding the invoices.
    2. This is where you specify the customer or suppliers account you wish to do the payment on.
    3. This is where you specify the payment date, the bank account to use, the exchange rate and exchange variance, if different to the original invoice.
    4. This is where you do payments on account without actually allocating to an invoice, enter the amount, any discount details and the reference to post it.
    5. This is where your outstanding will be displayed, it will show the date, reference, currency, amount due, amount paid and what amount is to be paid. If you click on View you can see the original invoice.
            



  1. To select an invoice and fully pay it, tick the box in the column 'All Paid' - this will fill in the amount received automatically and show you the total below if you do more than one. Click on 'Receive Payment' to post it and it will allocate to the invoice, which will no longer be outstanding.
            



  1. If you want to do a part payment, instead of ticking the 'All Paid' box, instead type the amount you wish to pay towards the invoice, then click on 'Calculate Total Amounts Received' for it to total up all payments entered. Then click on 'Receive Payment' to process it, if any invoices are not paid in full, they will still show here with the remaining amount due in the 'Balance' column.
            




  1. If you have done any payments on account and the amount due total is zero, then if you tick the 'All Paid' box including the payments, the balance below will be zero, so when you click on 'Receive Payment', no new values will be posted, instead the payments and invoices ticked will be allocated together and no longer show as outstanding.
            



  1. You can also put discounts on the payments, or debit notes, simply tick the 'All Paid' box or enter the amount to be paid if not in full, then enter the deductions in the area below (either a discount in Amount Deducted or a Debit Note Amount), then fill in the nominal account to use and a reference. Click on 'Calculate Payment Incl. Deductions to calculate the new value that will be posted to the bank, the remaining amount will go to the nominal specified for the discount/debit note.
            


For Reference, the types are as follows: SI = Sales Invoice, SR = Sales Receipt, PI = Purchase Invoice, PP = Purchase Payment








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