To manage your admin work and quickly see which invoices were already paid, you can mark an invoice as paid.
There are two ways to do so:
- After an account payable has been accepted or after an account receivable has been delivered:
After accepting an account payable, its status indicates the number of days before its due date.
To mark an invoice (or a batch of invoices) as paid:
- Go to the Accounts Payable menu
- Select the invoice(s) you want to mark as paid and click the Mark as paid button.
The mark as paid invoices disappear from the In progress list, you will find them in the archive with the 'Paid' status.
Note: to mark an invoice as paid, the user must have the Enter payments role enabled. This role can be enabled in Settings > Users > PAYMENT STATUS ACCOUNTS PAYABLE AND ACCOUNTS RECEIVABLE > Enter payments.
Accounts Payable are archived when approved, regardless of the payment status. More importantly, as long as the Accounting App is active, they get sent automatically to your accountant.
- From the invoice's details, before accepting the invoice (accounts payable only)
To do mark an invoice as paid from the details page, simply tick the 'Paid' box. When doing so, the invoice is automatically marked as paid and archived.
Note: you can also indicate the payment method used.
What about partial payments?
You can indicate that an invoice has been partially paid by entering the already paid amount in the 'Amount paid' field and when it was paid.
Warning: for partial payments, you will have to click on Save and not on Mark as paid.
The status in the archive then changes to Partially paid.