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

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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.
  2. You will see a list of open invoices (unpaid invoices) for this client. By default, all invoices will be selected. Deselect the invoices that are not being paid now by unchecking the box in front of them.
  3. On the right, click the correct payment option.
  4. At the bottom, click Finish 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.

Where can I add details of the payment?

It’s possible to add details about a payment before saving it. 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 continue to 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.

How do I process 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 “Paid Now” and then check the box “R&B” behind it. Then click Finish.R&B stands for round and book difference. This option will complete the invoice as fully paid and not leave a credit. With R&B 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 received amount in the field “Paid Now” 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. 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.
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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. They have 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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