In Farmplan Business Cloud, an invoice status does not change to 'Paid' until you have processed the invoice payment through your banking.
This means it's a good idea to keep your banking right up to date to ensure that your receivables/payables reports are correct and, if you have setup automatic payment reminders, they are only being sent to customers who have not yet paid.
How to process an invoice payment through banking
Whether you enter your banking transactions manually, with file uploads or automatic bank feeds, the process is the same:
When you come across a payment that relates to a customer or supplier invoice, change the transaction type to 'Customer Receipt' or 'Supplier Payment'.
If it is a payment brought in on either a bank feed or file import which is to be allocated to an invoice, it will only give you a 'Money Out/Supplier Payment' or 'Money In/Customer Receipt' option, depending on whether it was money paid out or money received into the bank account.
In the example below, £1,015.32 has been paid to a supplier, and the invoice has been entered on the system as a supplier invoice.
Change the type to Supplier payment.
Use the Category drop down to select the supplier.
If the amount paid matches an outstanding invoice for that supplier, it will automatically allocate the amount to that invoice and you will see the message below.
If the payment is a part payment of an invoice(s), is paying multiple invoices, or you want to check which invoice it has been linked to, select the green 'Invoices' button.
This will show you the available invoices against that supplier in which you can allocate the payment to. Simply click the 'Pay in full' tick or manually type in the amount to allocate to each invoice as required.
New!
When allocating money to multiple invoices, the screen shows the running total that you have allocated so far.
Save the payment/receipt.
Once saved, you will notice that the invoice is now marked as paid, it is no longer outstanding and the customer's balance owed to you is reduced by the amount processed.
Customer Receipts
In order to email a receipt to your customer, go the list of customers and click on the dots on the right hand side. You can select the Email Receipts option, where you will be taken to a screen where you can select the appropriate customer receipt to be sent to your customer.
You may also be interested to read our Enter Transactions support article.