Marking the credit invoice as paid (settlement)

The guide describes the process of marking a credit invoice as paid using a sales invoice as an example, but the same principle applies when dealing with purchase invoices.

First, you need to find the credit invoice that is pending payment from the list of invoices.

You can do this in the sales invoices list: Operations -> Sales invoices and search, for example, by the customer’s name. Another option is to check the sales ledger: Reports -> Sales ledger -> select the customer. The advantage of viewing from the sales ledger is that you can immediately see the customer’s balance. By clicking on the invoice line in the report, the invoice view will open.

Option A: The credited sales invoice has already been received

If the credited sales invoice has been received (i.e., the invoice status is “Received”) and a credit invoice has been issued based on it, then you should select “Mark as paid” from the Actions menu.

The payment entry view will open. Select New receipt, specify the appropriate bank account or cash register in the Account/Cash register field, set the date for the refund, and click “Save.”

After saving, you will be redirected back to the invoice view, and the invoice should now be in the status “Received.”

Option B: The credited sales invoice has not been received

If the credit invoice has been created for the total amount of the sales invoice, both invoices should be marked as paid with the same date without changing the amount. Select “Mark as Paid” from the Actions menu on the invoice, but instead of using a bank account or cash, use the 9999 Settlements of accounts and click “Save“.

If a partial credit invoice has been created, first mark the credit invoice as paid and then mark the sales invoice as paid up to the amount of the credit invoice using the 9999 Settlements of accounts. For the remaining amount upon receipt, indicate the date of receipt to the bank account or cash.

Advice When marking settlements, always ensure that the transactions are recorded with the same date. The account “9999 Settlements of accounts” is an off-balance sheet account, and if receipts are entered on different dates, the balance will be out of alignment with the date of the first entered payment, resulting in an error.

If the option “Settlements of accounts” is missing under “Bank accounts and cash,” you can create it yourself. For assistance, refer to the guide: bank accounts and cash (adding/changing).

For additional questions, please write to us at support@simplbooks.ee

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