How do I process payments on existing invoices?

Sometimes a client pays their invoice at a later moment in time than when it was created. In that case, you will need to find that invoice in the system first and then create a payment against it. This article tells you how to process a payment on an existing invoice.

Step-by-step instructions

  1. Go to the client file by searching a client and clicking on the Client File tab.
  2. Click on the invoice that you would like to process payments on. If it’s an invoice with an outstanding amount, it will display in red.
  3. Scroll down and click the blue Payment button.
  4. Should the client have more than one open invoice, they will be listed in this screen. Tick the box in front of the invoice(s) that you are accepting payment on now.
  5. By default, the box “Paid Now” will be completed with the remaining balance of that invoice. You can adjust this amount manually when necessary.
  6. Select the payment method on the top right.
  7. Click Finish at the bottom.

More about this

How do I adjust the payment options?

You can add, delete or rename payment options in the ledger scheme (Extra > Financial > Ledger scheme).
See the Ledger scheme article for a description on how to do so.

Payment details

Before saving a payment you can enter the details of this payment.
The field “Description” is for internal use and will not be printed on the invoice or receipt. If a description is entered when a payment is made, it will be shown in the client file, attached to the “payment” entry.

However, if “No payment” is selected and a description is entered, the description text will show in the client file as a note prefixed with “No payment”, so it’s clear that the customer has not yet paid.

Processing payments that are not the exact invoice amount

  • Should you receive more than the remaining invoice amount and the client does not want the change, you can enter the amount received in the box “Paid Now” and then check the box “R&B” above it. Then click Finish.

    R&B stands for round and book difference. This will complete the invoice as fully paid and not leave a credit. When R&B is selected, the “Paid Now” amount will automatically be rounded to the nearest 5p. If you enter a manual amount which is more than 50p different from the “Paid now” amount, the difference will be shown in red. When ticked, all differences will be booked to a special ledger for payment differences.

  • Should you want to leave the credit, then enter the amount but do not check the box “R&B”.
  • Should you receive a partial payment, i.e. a payment less than the invoice amount, you can enter the amount received in the box “Paid Now” and make sure that you do not check the box “R&B” before clicking Finish. This will leave the remainder as an open amount on this client’s record.
  • Should the client make a payment that is less than the remaining invoice amount but the difference is only a few cents and you do not wish to follow up on this, you can check the box “R&B” before clicking Finish. This will make sure that the invoice is marked as fully paid and this client will not pop up in the debtors list with only a few cents left on the invoice.
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When you tick the box “R&B” amounts will be registered on ledger 4700 (Payment Differences).

What do different invoice colors tell you?

Go to a client’s file to see an overview of their invoices.
Invoices can have different colors. This is what they tell you:

  • Black invoices have been fully paid.
  • Green invoices mean that the client has a credit. He has paid more than the invoice amount (or has a refund). Notice that the amount also has a minus in front of it.
  • Red invoices mean that the invoice is not (fully) paid yet. The client still has to pay the remainder of the invoice amount.

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Updated on 7 July 2022

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