How do I match an invoice that has been part paid by a customer?
Within the match transactions screen, when the incoming amount paid by a customer is the same as the outstanding invoice amount, the incoming transaction will auto-match as shown below.
Note: if you are not seeing invoices in the right-hand table, then either your payment bank account is wrongly set within the invoice template you are using OR invoices have been disabled from appearing on the right-hand table of the match transactions screen in your system settings.
How to allocate a part payment
When the amount the customer has paid is not the same as the amount outstanding (i.e. only a part payment has been received), or the payment has been paid in multiple transactions, you need to select the bank transaction on the left-hand side of the match transactions screen and click the '+' button.
The next stage is different depending on your accounting basis at the time of raising the invoice.
If you account on an accruals basis AND had auto accruals enabled when you raised the invoice, follow option 1 below.
If you account on a receipts and payments basis, OR account on an accruals basis and had auto-accruals disabled when the invoice was raised, follow option 2 below.
Option 1: If you account on an accruals basis AND have auto-accruals enabled
IMPORTANT: If you have auto-accruals disabled (or had it disabled when you raised the invoice), you need to follow the guidance under option 2 further down
In the popup that appears, select 'Invoice Payment'. Below the table of invoices, click Switch to Part Allocation.
Then allocate the payment to the corresponding invoice(s) and then click Confirm.
NOTE: if the amount paid includes more than just invoice payments against the invoices shown, you should instead change the transaction type in the popup from 'Invoice Payment' to 'Mixed Income' for a wider range of options for recording income.
If you create accounts on an accruals basis and have auto-accruals enabled, then you will always be able to allocate an invoice payment, as long as the date of the invoice is before the date the payment is received. If the payment date is before the invoice date, and the invoice is greyed out, then you will first need to update the invoice date.
Option 2: If you account on a receipts and payments basis OR account on an accruals basis with auto-accruals disabled
If your organisation creates accounts on a receipts and payments basis or has auto accruals disabled, when the amount paid towards an invoice doesn't match the amount outstanding, you will need to first split the income allocation of the invoice to match the payments that have been received.
Example for organisations on a receipts and payments accounting basis
You have issued a £100 invoice, but only a £50 payment has been received.
- Click on the invoice, and split the income allocation by clicking the button shown:
- In the income allocation screen ensure that the total of a row (or the amount of multiple rows combined) matches the payments received into your bank account (in this case £50).
- You will then be able to allocate the invoice payment within the match transactions screen:
Select the transaction on the left-hand table and click the + button.
- In the popup that appears, select 'Invoice Payment', then at the bottom of the popup, click 'Switch to Part Allocation'
- Allocate the payment to the corresponding invoice (now that the amount received matches the amount of one of the income allocation elements of the invoice).
