How do I process payments while creating an invoice?

After charging a client, you will need to process the payment in Animana. This article tells you how to process a payment while being in the process of creating an invoice.

Before you start

If you don’t know how to create an invoice yet, please read this article first: How do I create an Invoice?

Step-by-step instructions

  1. When you have added products to an invoice and have clicked the Create Invoice button, you will be directed to the Payment screen which shows you the different payment options.

  2. Click on the correct payment option.

  3. You will see a list of open invoices (unpaid invoices) for this client. By default, all invoices of today will be selected.

    Deselect the invoices that are not being paid now by unchecking the box in front of them. Or, if invoices from an earlier date are being paid make sure to check that box.

  4. At the bottom, click Save or one of the other buttons if you prefer an immediate action.

More about this

Adjust 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

Beneath the list of invoices you can enter details for the payment. You can select the date of payment, payment type and add a description if wanted. The description is for internal use and will not be printed on the invoice or receipt.

You will be able to see a payment description of an invoice by opening an invoice in the Client File and then click on the Payments tab first and subsequently click on the payment itself.

Processing payments that are not the exact invoice amount

  • Should you receive more than the invoice amount and the client does not want the change, you can enter the amount received in the box “Amount” and then check the box “Round + Book difference” behind it. This will complete the invoice as fully paid and not leave a credit.
    Should you want to leave the credit, then enter the amount but do not check the box “Round + Book difference”.

  • Should you receive a partial payment, i.e. a payment less than the invoice amount, you can enter the amount received in the box “Amount” and make sure that you do not check the box “Round + Book difference” before clicking Save. 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 “Round + Book difference” before clicking Save. 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.

When you tick the box “Book difference” amounts will be registered on ledger 4700 (Payment Differences).

What do different invoice colours tell you?

Go to a client’s file to see an overview of their invoices.
Invoices can have different colours. 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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