Overview
After raising the invoice and recording customer (Student, Agent) payment, you are now ready to pay off an invoice. Paying off an invoice requires the invoice record status to be Sent and the payment record to be Received.
NOTE
It is assumed that the following are already done before you can pay off an invoice:
The invoice has already been raised with a Sent status, see Raising Enrolment Invoice, Raising General Sales Invoice, Raising Invoices in Bulk.
Payment It is also highly recommended that the payment from the customer (Student, Agent) has already been added before you pay off an invoice, see Recording Payment.
Workflow
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Outlining the step-by-step instructions on paying off an invoice:
1. There are two areas where you can pay off an invoice using the Accounting module: (1) Accounting > Summary (2) Accounting > Invoices. Whichever of the two areas you’ve chosen, go to the STUDENT INVOICE LIST section, click the ACTIONS button against the invoice that you want to pay off and then select the Pay Invoice option.
In the sample screenshot below, it’s under the Accounting > Invoices screen.
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2. After clicking the Pay Invoice option, it will open the details screen of the invoice. Go to the POSSIBLE PAYMENTS TO APPLY section, set the Amount to Apply field (as required), and click the APPLY AMOUNT TO ITEMS button. The Invoice has now been paid off.
NOTE
[Default Amount To Apply]The pre-filled / default Amount To Apply set is the same as the Amount set when the payment was added.
[More than one Recorded Payments to Apply]If there are other possible payments to apply on the list, choose the one that you want to apply the payment to the invoice.
[No Recorded Payment]If there is no recorded payment yet on the system, you have the option to add a new payment via the APPLY NEW PAYMENT section below, refer to the optional workflow below.
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[AS REQUIRED / OPTIONAL Workflow]
If you haven’t recorded or added a payment for the invoice yet or the recorded payment on the list is not the payment that you want to apply, (
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After saving the payment, (
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3. To check the status of the invoice, you can go back to the Summary or the Invoices screen, the Status should now be set as Paid.
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Invoice Adjustments