Record a payment or issue a credit note

The steps

Find it

1. In the menu on the left, under CORE, tap Invoicing & Quotes. On a phone, open the menu with the button at the top left first.
2. Tap the Invoices tab to see only invoices. The tiles above show what is outstanding, what is overdue and what was paid in the last 30 days.

Record a part payment

1. Tap Search documents, type Ubuntu, and open the sent invoice for R 9 920.00.
2. Tap Record Payment. The box shows the invoice total, what is already paid and the balance due.
3. The customer paid R 5 000 by EFT. Tap Amount and type 5000, then tap Received into and choose FNB Business Account, where it landed.
4. Tap Record Payment, check the summary, then tap Record payment to confirm.
5. The invoice moves to Partial and the balance of R 4 920.00 stays outstanding. Tap Back to the list.

Scenario: the customer pays the rest in cash

1. Open the same invoice again by its total, R 9 920.00, and tap Record Payment.
2. Leave the amount empty: it is the balance due. Tap EFT and choose Cash. Received into stays Not specified: the cash is not in a bank account yet.
3. Tap Record Payment, then Record payment. The invoice is now Paid, and both payments are listed on it with their dates and methods.

Scenario: you charged a customer too much

1. Once money is recorded against an invoice, it cannot be voided or reduced below what was paid. Raise a credit note: tap New Document and choose Credit Note.
2. Tap Search client…, type Ubuntu and pick Ubuntu Education Trust. Tap Continue and + Custom item.
3. Tap Type item description… and type Discount agreed on the training day, then tap the price, 0.00, and type 500.
4. Tap Continue and Save as Draft. Once sent, the credit note reduces what they owe; find it on the Credit / Debit Notes tab.

More detail is in the guide.

Check yourself

1. A customer pays R2 000.00 of a R5 000.00 invoice. What status does the invoice take?

   • Partial, with the balance still outstanding
   • Paid
   • Void
   Show the answer

   Partial, with the balance still outstanding

2. An invoice has a payment recorded against it and the price was too high. What should you do?

   • Void the invoice
   • Issue a credit note for the difference
   • Edit the total below the amount already paid
   Show the answer

   Issue a credit note for the difference

3. The money arrived in your bank account. Is there another way to settle the invoice?

   • No, every payment must be typed on the invoice
   • Only by deleting the invoice and raising a receipt
   • Yes, match the bank transaction in Banking and the invoice settles
   Show the answer

   Yes, match the bank transaction in Banking and the invoice settles