Marking Invoices as Paid

If you receive a payment for an invoice outside of ReceivablesPro, you can record it in the system. For example, your customers may mail you a check or money order or pay cash.

Watch the following one minute video tutorial to see how it’s done. Detailed step-by-step instructions on how to mark an invoice as “paid” in ReceivablesPro follow:

If you attempt to use the Mark as Paid function on an invoice with a negative Balance Due the system will error. If your invoice has a negative Balance Due use the Zero Balance function first, then use the Mark as Paid function to set the invoice Status to "Paid." (See Setting Invoice Balance to $0.)

Locate the invoice you want to mark as paid in the Invoices table. (The invoice must have a Status of “Paid (partial),” “Unpaid,” or “Past Due.”), as shown below:
Click the Action button, then click the “Mark as paid” link.
A pop-up box will appear asking you to enter the amount of the payment, as shown below:

Leave the first radio button selected to mark the invoice as paid in full. If you do this, the invoice will have a Status of “Paid” after you click the “submit” button.
NOTE: The Full Amount field will always contain the current Balance due for the invoice, which takes any applicable incentives and/or penalties into account as well as any partial payments already made.
Select the second radio button, and enter the amount of a partial payment. You can enter any amount less than the “Full amount” of the invoice. (If you enter more than the Full amount, you will see an error message and will need to restart the “Mark as paid” process at Step 1.)
NOTE: You will still see the partial payment option if you have not enabled your system to accept partial payments of invoices. If you enter a partial payment, after clicking “submit” you will see an error message informing you that partial payments are not permitted for your account.

NOTE: If you enter a partial payment for an invoice to which an Early Payment Discount is applied, the discount will be removed.

EARLY PAYMENT DISCOUNTS, LATE PAYMENT FEES, AND PARTIAL PAYMENTS ON MARK AS PAID MODAL

If an invoice you are marking as paid has either an incentive or penalty active there will be an accounting line located above the Full Amount line that shows the Balance due calculation. For example, in the screen capture below the invoice Amount is $60 and the Late Payment Fee is $10, for a Balance due of $70.

There will also be a reminder line under the Partial amount field explaining that entering a partial payment will remove the discount from the invoice.

If a partial payment has been made on an invoice it will also be included in the accounting line. For example, in the screen capture below the Past Due invoice Amount is $60, the Late Payment Fee is $10, and a $30 payment has been made, making the Balance $40.00,

Enter a Payment Note (optional).
NOTE: This note will be recorded in the Invoices table on the View Invoice screen, as shown below. It will also be included in the Invoice Export file. (See Exporting Invoice History for details.)
Click the “submit” button to record the payment. (Or click cancel if you do not want to record a payment.)

If you marked only a partial payment, you will see the pop-up confirmation window shown below:

Select the appropriate button:
keep it partially paid: Clicking this button records the partial payment and updates the transaction Status to “Paid (partial).” An updated invoice is not emailed to your customer.
resend this invoice: Clicking this button records the partial payment and updates the transaction Status to “Paid (partial).” It also opens the Send invoice by email screen where you can review email settings and resend the invoice to your customer with the partial payment confirmed.
mark this invoice as paid: Clicking this button records the partial payment and marks the invoice as paid in full (even though the full Balance Due was not paid.) The status of the invoice will update to “Paid.” An updated invoice is not emailed to your customer.

You will be returned to the Invoices table, a success message will appear above the table, and the invoice will be at the top of the table with a new Status of “Paid” or “Paid (partial).”
NOTE: If you mark an invoice as paid by mistake, or if the payment you receive is later returned (like a bounced check) you can mark the invoice as unpaid. See Marking Invoices as Unpaid in the following section.

Forgiving the remaining balance on a partially paid invoice

If a customer makes a partial payment on an invoice, you can forgive the remaining balance by editing the invoice and adding a line item with a negative amount equal to the balance you are forgiving. This method allows you to keep the invoice Status set to “Paid (partial),” while recording the actual amount received and setting the balance due to $0.00.

Follow these steps:

Locate the invoice you want in the Invoices table on the manage invoices tab.
From its Action button menu, select “Mark as Paid” and enter the partial payment for the invoice following the instructions in this section.
The invoice should now appear in the table with a Status of “Paid (partial)” and a Balance equal to the Amount less the partial payment (i.e. if the invoice amount was $100 and you marked a partial payment of $40, the Balance would equal $60.)
Open the invoice in edit mode by clicking the “Edit invoice” link from the Action button menu.
Remove any Early Payment Discount or Late Payment Fee (by selecting the “No” radio button for each option).
Add a new item to the Goods and Services list with a negative Price equal to the balance you are forgiving. For example, in the screen capture below we added an item with a Name of “Forgiven Balance” and entered a Price of ($15.00).

NOTE: It is a good idea to have a saved item called “Forgiven Balance” that you can select from the Name drop-down box. You can then adjust the Description and Price as necessary for each individual invoice. (See Adding New Items for detailed instructions on how to do this.)
The Total Due updates based on the negative item, and should now equal the partial payment already collected.
Click the “save & re-send” button to save your change.
The Select invoice send options window opens. Click the “send invoice” button to email the revised invoice to your customer, or click the cancel button to save the change without resending the invoice. (You are returned to the invoice edit screen if you cancel, but the change has been saved.)
Now when you view the invoice in the Invoices table, the Status is “Paid (partial),” the Amount is equal to the partial payment collected, and the Balance is $0.

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