Once the physical payment has been made with your bank, you can record the payment on the platform and change the invoice payment status from unpaid to paid/part paid.
Record a Single Invoice Payment
You can record the invoice payment anywhere you have access to the invoice
From the Invoices tab, in the list of invoice
Inside the invoice details, once you’ve clicked on the invoice or from the Suppliers tab, in the supplier account.
To record a payment (single invoice):
1. Click on ‘Add Payment’ alongside/in the relevant invoice
2. Enter the below payment information:
Payment date
Amount paid (by default, the full amount will be displayed but you can part-pay an invoice).
The account you have paid the invoice from. You will be able to select any bank, card and cash accounts saved in Banking. You won’t be able to record the payment from a Voly card from here – To record a payment made with a Voly card (administrator function) see the next page.
If making an out-of-currency payment, the system will give you a provisional rate. However, you can change the cost in the account currency here.
Account payment fee (if applicable)
Cost centre (if applicable)
3. Once ready, click ‘Add Payment’. The invoice status has now changed from Unpaid to Part-paid/Paid.
Record Invoice Batch Payment
1. Go to Suppliers, in the top navigation bar.
2. In the list, click ‘Batch Pay’ alongside the supplier.
3. Select the account you have paid from (+ payment method). Add any account payment fee (if applicable).
4. Select a payment date.
5. Click ‘Pay’ against the transactions you wish to include in the batch payment. You can select any outstanding credit notes to balance the payment. The outstanding full amount will show by default, but you can part-pay.
The total value will be adjusted every time you include a new transaction.
Please Note: If you are paying in a different currency, the system will give you a provisional value.
6. Once ready, click ‘Save Payment’. The selected invoices/credit notes payment status has now changed to paid/part paid.
How to Mark an Invoice as Paid from an External Account
Record Payments on Accounts or pre-payments
Add a pre-payment or refund to a supplier account from the bank and later allocate it to invoices or credit notes.
Add a pre-payment or refund to a supplier account:
1. Go to Suppliers
2. Alongside the relevant supplier, click on ‘Payment/Refund’
3. On the next screen, enter the pre-payment/refund details:
4. Click ‘Record Payment/Refund’.
Allocate a pre-payment/credit note
Once the prepayment/refund has been recorded, it will appear in the account drop-down menu when adding a payment against the supplier in invoices
You will also see any pre-payments or refunds in your Unpaid Invoices Report
Still have questions?
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