Payments over invoices
After invoice issuance, it must be paid until the due date. There are a few options to control invoice payments: using invoice list and using the dashboard. Invoice list offers more features thanks to rich filtering system. As in other documents, each column of the invoice table contains filter button. It gives you a full control over displayed invoices. You can filter by clients, due date, currencies, amounts and due amounts, combining these filters in any possible way. To show overdue invoices, just create a filter where due date is more than current date, and due amount is greater than zero. If necessary, additionally filter list by any client.
Also it's possible to control unpaid invoices in the Dashboard. There is a separate section with the list of all unpaid invoices. Overdue invoices are marked with red color.
In the list of invoices there is a panel with description of the selected invoice. It looks like that:
This panel contains main invoicing data for the selected client and selected invoice. It includes current due amount for the invoice, invoicing e-mails, links to compose an e-mail (to send an invoice or to send reminder), and client's invoicing requirements, including default term, client's web-portal details and additional comments. So, there is no need to open some notepad to recall the most important information. Simply click on the e-mail addresses to open message composing form.
Create payments from Invoices list
The easiest way to create a payment is to use invoice list. Just select necessary invoice or a number of invoices (for the same client) and click Create payment button on the ribbon. In the result a payment form will be opened, and all fields will be filled automatically: client, currency, amount (which corresponds to amount of the selected invoices), payment method (default payment method for the client or, if not specified, all payment methods for the selected currency), and a list of linked invoices. Thus, in ideal case it will be necessary to only confirm the data and click Save to register a payment.
BaccS has a mechanism of partial payments over invoices. To add a payment, select Payments on the Documents tab of the ribbon. Click Add or Copy buttons to start creating a new payment:
Then, fill the details of the Payment document. Start from specifying a client and amount. Then, if you amount actually received is less than instructed amount, specify bank charges. This amount will be accounted as expenses. Also, if payment currency differs from your base currency, you can specify currency rate used to recalculate payment amount into amount in your base currency. Currency rate field contains Refresh button (to re-detect currency rate from currency rates list) and Download rates button (to download new rates).
When done, you can start edit details table. This table allows to link the payment with invoices. You can manually select invoices or drag and drop them from the right table, as with jobs in invoices. You can add one invoice (if this payment is made against one invoice) or multiple invoices. In the Amount column of this table you specify an amount (part of full payment amount) which should be assigned for the selected invoice. If invoice isn’t paid in full, you will see that in the list of invoices. The invoice and corresponding jobs will be marked as paid only when paid amount will correspond to invoice amount.
When you create a payment manually (not from the invoice list by selecting invoices and clicking Create a payment button), you can add (link) invoices to a payment by pressing Add invoice(s) button above the Payment details table. You will see a list of unpaid invoices for the currently selected customer:
Select necessary invoices and click OK button. They will be added to the Payment details table.
If payment currency differs from invoice currency, you can reflect this with the help of Amount (invoice currency) column. The program automatically converts amounts according entered currency rates, but you can correct applied amount manually, when needed. Example: you have invoice for 100 EUR, but got a payment in another currency (say, 110 USD). I this case value in the Amount column will be 110, and in the Amount (base currency) - converted value (for example, 101.38 EUR). As soon as converted amount must equal to another value, manually correct this to 100. That's all - invoice issued in EUR will be marked as fully paid.
To open linked invoice, click on the invoice number with Ctrl and Shift buttons pressed.
Underlining, following these basic rules of invoice and payments creation, you will always have a clear picture of paid, partially paid and overdue invoices.
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