Paying Invoices and Credit Notes

Invoices and credit notes can be paid through the Daybook or Entries menus. 

In the Daybook, Invoices screen there is an option to use Quick Pay, or you can use the Sales Receipts or Purchase Payments daybook or entry screens.

Quick Pay     

• From the main menu, click on Daybook > Sales Invoice or Purchase Invoice
• Select one or more unpaid invoices for a single trader
• Click on Quick Pay
  
  

• Select the Bank Account or leave it as the default
• Select the Payment Method or leave it as Electronic which is the default
• Enter a Reference if required
• Amend the Date if required
• Click Save

Create a new Sales Receipt or Purchase Payment

You can create your Sales receipt or Purchase payment via the Entries menu or via the Daybook.

• From the main menu, click on Daybook > Sales Receipt / Purchase Payment

• Click Add button. 

Enter the transaction header details:

• Use the default Bank Account or select another

• Select a Customer or Supplier

• Select a Payment Method or leave it as the default which is Electronic

• Enter a Reference if needed

• Enter the Payment Date - you can make payments or receipts in advance of the invoice date. 

• Enter the Total amount of the payment or receipt. 

Any outstanding invoices, credit notes and payments on account for that trader will be displayed below the header.

To part pay an invoice, enter the amount to be paid in the Amount Paid column.

When the total has been reached and the Balance at the bottom is zero then Save.

Where Invoices and Credit Notes are being matched off and no actual payment is being made, a payment method of On Account should be selected. This will set the Total to 0.00 and disable it to ensure that no value can be saved against this transaction. Transactions saved using this method will not be displayed on a Bank Reconciliation. 

Unallocated Payment on Account

If a payment or receipt is being made which has no invoice or credit note to match, this can be saved

as an unallocated Payment On Account. This may also occur if the payment is greater than the sum of the invoices being paid. 

Enter the Method, Ref. Date, and Total as normal and tick off any transactions being paid. If the payment is not for anything shown then do not enter anything against the invoices. When you Save you will be shown a warning:

Editing a Payment or Receipt

If you have made an error you can easily edit your payments or receipts:

• From the main menu, click on Daybook

• Click on the transaction number (Txn) or double click on the row to open the details.
  

• Make the necessary edits to your transaction.

• Click Save.

Note: Before a payment or receipt has been reconciled on a bank statement you can edit any part of it except the trader.

Once it has been reconciled you may only edit the payment method and the reference.

On the daybook screen there is a field which is ticked if the transaction has been reconciled on a bank statement. If you want to open the bank statement, click on the blue icon in the Actions field.

Removing a Payment or Receipt

A payment or receipt may be removed if it has not been reconciled on a bank statement. 

• From the main menu, click on Daybook

• Enter the transaction number, if known, into the search box. Otherwise, use the filter to search by other details such as customer name.

• Click on the transaction to select it.

• Click the Morebutton.

• Click Remove.

You can also remove the transaction if you have it open in edit mode. 

• Click the Morebutton.

• Click Remove.

Search and Filters

There is a quick Search option to find Payments or Receipts in the Daybook using their Transaction number:

Also you can use the Filter  to search on the following criteria: