After an invoice has gone out it either gets paid, or it turns out to be wrong. A posted invoice cannot be corrected, so the two are handled differently.
Recording a payment
When money arrives, open the invoice and press Manually mark paid. You get one field: the amount received. It starts at the full total, so for an ordinary payment you confirm and you are done.
Change the amount and you record a part payment instead. The invoice moves to partially paid, and the list shows how much has come in and how much is still outstanding.
|
What you enter |
What happens |
|---|---|
|
The full total |
The invoice is paid. It turns green in the list and drops out of your outstanding figures. |
|
Less than the total |
Partially paid. The list shows the amount received, and Remaining payment due shows the rest. |
|
More than the total |
Refused. The invoice tells you the amount is greater than the total. |
Several payments on one invoice
Where a customer pays in instalments, mark it paid again each time and enter the running total received, not the latest instalment. The field will not let you go below what is already recorded.
An invoice of 10,000 paid in two halves: enter 5,000 the first time, and 10,000 the second. Not 5,000 twice.
Two things to know
-
Only a posted invoice can be marked as paid. A draft has not been sent, so there is nothing to pay.
-
Every payment is written to the invoice's activity log, with the amount and who recorded it.
Where you have an accounting integration, payments may be recorded for you.
Credit notes
To reverse a posted invoice, you issue a credit note.
Crediting an invoice
Open the invoice and press Create credit note. Invoice+ makes a copy with everything reversed:
-
Every quantity becomes negative, so the credit note totals what the invoice did, the other way round.
-
The customer, addresses, terms and lines all carry over.
-
It is titled Credit of followed by the original title.
-
It takes its number from the credit note series.
The credit note arrives unposted. You can check it, adjust it, and post it when you are ready, like any other invoice.
Crediting part of an invoice
Create the credit note as usual, then delete the lines you are not crediting. What is left is what you are giving back.
This is the common case: a customer disputes one line out of twelve, so you credit that line rather than the whole invoice.
A credit note may not total more than zero. If a save is refused for this reason, a line has kept its positive quantity, usually a line added by hand after the credit note was created.
Crediting something with no invoice behind it
You can also create a credit note from scratch, by ticking Credit when you create a new invoice. Use it for a goodwill credit or an agreed rebate that does not reverse a specific document. See Creating an invoice.
What a credit note does not do
It does not change the original invoice. The invoice stays posted, stays in your numbering and stays in your history. The credit note is a second document that cancels it out.
A credit note also does not carry fees. The fee field is not offered on one, and any fee lines copied from the original stay as they were rather than being recalculated.
Checking that it is working
-
Mark a posted invoice paid in full. It turns green and its remaining amount goes blank.
-
Mark another one paid for half. It turns yellow, shows the amount received, and the remaining amount is the other half.
-
Mark that one paid for the full amount. It turns green.
-
Try to enter more than the total. It is refused.
-
Create a credit note. The quantities are negative and the total mirrors the original.
-
Delete half the lines on a credit note and save. The total is what is left, still negative.
-
Look at the original invoice afterwards. It is unchanged.
Next: 7. Settings and lists