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.
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.
Workflow
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.
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.
[AS REQUIRED / OPTIONAL]
SAVE NEW PAYMENT (IF NO EXISTING PAYMENT RECORDS) 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, (1)go to the APPPLY NEW PAYMENT section below, set the Amount and all other required fields, and then (2)save the payment accordingly (choose from whichever of the save buttons apply).
INFO
If you have questions on the field names or information required from the APPLY NEW PAYMENT form, refer to the table with field names and brief descriptions under the Understanding the User Interface > Payments knowledge article.
You can also refer to the Recording Payment workflow.
After saving the payment, (3)go back to the POSSIBLE PAYMENT TO APPLY section – you will now see the newly added payment, check the Amount To Apply field and then click the APPLY AMOUNT TO ITEMS button. The Invoice has now been paid off.
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.
Alternatively, you can watch a video clip below on how to pay off an invoice:
Bulk Apply Payments to Invoices
Invoice Adjustments