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 as much as possible with recorded payment to apply already added in the system. However, the system still provides the flexibility to allow you to add a payment in the process of paying off the invoice, refer to the step-by step instructions in the Workflow section below.
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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.
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. This is required if you will do bulk apply payments to invoices.
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.
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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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