This guide provides instructions on how to manually add a payment to an invoice, delete or edit a manual payment, and record a zero-sum invoice as paid from the accounts payable view.

CONTENTS

Adding a manual payment entry to an invoice

You can open the view or perform the action by selecting Purchases > Purchase invoice list > open the purchase invoice > Purchase invoice actions > Show payments.

The view shows all payment material related to the invoice that has been transferred to the bank.

  1. Open the invoice from the purchase invoice list.
  2. From the Purchase invoice actions menu, select Show payments.
  3. Select the Add new payment button.
  4. Select the source from which the payment was made (for example, a bank account or cash).
  5. Select the actual payment date.
  6. Enter the payment amount.
  7. Check that if the paid amount is less than the open amount of the invoice, the purchase invoice will not move to the Paid status.
  8. Save the payment.
  9. After saving, proceed either to the invoice voucher or to the accounts payable view.

Deleting a manual payment

You can open the view or perform the action by selecting Purchases > Payments > Payment listing.

The view lists all payments related to the vendor when the search criteria have been selected.

  1. Make sure you have the accountant’s accounting role, as deleting a payment requires this role.
  2. Go to Purchases > Payments > Payment listing.
  3. Select the correct vendor.
  4. Select all payments you want to review.
  5. Check whether the payment has its own voucher.

If the payment has its own voucher, the voucher must be invalidated before deleting the payment.

  1. Go to the payment’s voucher.
  2. Select the Voucher-specific actions button.
  3. Select the action with which you invalidate the entire voucher.
  4. Check that the number of the invalidated voucher appears crossed out in the payment listing.
  5. Delete the payment by selecting the Delete action.

If the voucher is already invalidated or there is no voucher, the payment can be deleted directly via the Delete function.

Correcting a payment in accounts payable and accounting

You can open the view or perform the action by selecting Purchases > Payments > Payment listing.

The view shows the payments that match the search criteria you use.

When correcting a payment, both the payment row in accounts payable and the accounting voucher must be edited.

  1. Go to Purchases > Payments > Payment listing.
  2. Search for payments with suitable search criteria.
  3. Open the accounting voucher of the payment to be corrected in another tab:
    • Right-click the voucher number.
    • From the menu that opens, select the action that opens the voucher in a new tab.
  4. Open the voucher in edit mode:
    • On the voucher, select the Voucher-specific actions button.
    • Select the edit action.
  5. Make the necessary changes to the accounting voucher.
  6. Save the changes to the voucher.
  7. Correct the accounts payable:
    • Return to the Payment listing view.
    • Click the three-dot button at the end of the payment row.
    • Select the edit link.
    • Make the necessary changes to the payment row in accounts payable.
    • Save the changes.

Recording a zero-sum invoice as paid

To remove a zero-sum invoice from the accounts payable view, a zero-sum payment is recorded on the invoice.

  1. Open the zero-sum invoice from the accounts payable view.
  2. Record a zero-sum payment on the invoice.
  3. Save the payment so that the zero-sum invoice is removed from the accounts payable view.

Frequently asked questions

Question: How do I add a manual payment to an invoice?

Answer: Open the invoice from the purchase invoice list, select Purchase invoice actions > Show payments, select Add new payment, define the payment source, payment date and amount, and save the payment.

Question: Why does the purchase invoice not move to the Paid status even though I add a payment?

Answer: If the paid amount is less than the open amount of the invoice, the purchase invoice will not move to the Paid status.

Question: How do I delete a manual payment from the system?

Answer: Go to Purchases > Payments > Payment listing, select the vendor and payments, invalidate the payment’s voucher if necessary via the Voucher-specific actions button, and delete the payment with the Delete function.

Question: How do I correct a payment in both accounts payable and accounting?

Answer: Search for the payment in the Payment listing view, open the accounting voucher in edit mode via the Voucher-specific actions button, make and save the changes, and then edit the payment row in accounts payable via the three dots at the end of the row and the edit link.

Question: How do I remove zero-sum invoices from the accounts payable view?

Answer: Record a zero-sum payment on the zero-sum invoice and save it, after which the invoice is removed from the accounts payable view.

Keywords: payment, manual payment, payment entry

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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