Creating payments and payment assignments

AR Management - This article explains how to create Payments against Invoices.

Required packages and permissions

Available with:  Lumary 22.82 and later

Permission: Lumary AR - AR Management

Lumary AR Management features do not necessarily come as standard. If these features are not available to your users, please contact your Account Manager.

This article explains the following:

• Adding a new payment to an invoice,
• adding a new unallocated payment to a debtor, and 
• allocating an unallocated payment for the same debtor to an invoice.

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Add a new payment to an invoice

Once you've generated an invoice record, you can add full or partial payments.

1. Go to the invoice, either by -
   • using the Search... field to search for the invoice number,
   • going to the appointment and clicking on the Invoicing and Payments tab, or
   • going to the client's record, clicking on the Funding tab and scrolling down to the Invoices section.
     
     
2. Once you find the invoice record, click on the invoice number text link to open it.
3. In the Payments panel, click on the Add Payment button.
4. This will launch an Add Payment form. The payment date will default to today's date. To change it, click in the Payment Date field and select a date using the calendar.
5. Click on the Payment Type drop-down list and select an option.
6. The Payment Amount field will default to the total amount owing. If you're adding a partial payment, click in the Payment Amount field and type the amount paid.
7. Add a reference number and any additional comments as required.
8. Click on the Save Payment button.

9. The payment details will be recorded in the Payments section of the invoice record. If it was a partial payment, the status will be listed under Payments and Credits as Partially Paid and the Balance section will display the remaining amount due.
10. To send a receipt to the client, click on the Generate Invoice PDF button. This will automatically send an updated invoice / receipt to the email address associated with the billing contact, showing the amount paid and the outstanding balance. A copy of this invoice / receipt will appear under Files on the invoice record.

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Adding a new unallocated payment to a debtor

1. Navigate to a debtor (Account or Contact - Client, General) record.
2. Locate the Payments related list.
3. Client New button
4. This will launch a New Payment form. The payment date will default to today's date. To change it, click in the Payment Date field and select a date using the calendar.
5. Click on the Payment Type drop-down list and select an option.
6. The Payment Amount field will default to the total amount owing. If you're adding a partial payment, click in the Payment Amount field and type the amount paid.
7. Add a reference number and any additional comments as required.
8. Click on the Save Payment button.
9. This payment will now be available to assign to an invoice as an Unassigned Payment.

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Allocate an unallocated payment for the same debtor to an invoice

Once you've generated an invoice record, you can add an unallocated payment.

1. Go to the invoice, either by -
   • using the Search... field to search for the invoice number,
   • going to the appointment and clicking on the Invoicing and Payments tab, or
   • going to the client's record, clicking on the Funding tab and scrolling down to the Invoices section.
     
     
2. Once you find the invoice record, scroll to the bottom right
3. You'll find a tabbed section called Debtor and Debtor and Client:
   • Debtor - Will show payments that have an unallocated balance, where the payment matches the debtor of the invoice.
   • Debtor and Client- Will show payments that have an unallocated balance, where the payment matches the debtor of the invoice and the payment was originally recorded against an invoice for the same client.

4. Use the radio button to select an appropriate payment, click Assign Payment to Invoice.
5. Update the amount of the unallocated payment to assign to this invoice, click Assign Payment to Invoice.

6. The system will then create a payment allocation for that payment, for this invoice and the unallocated amount of the payment record will be adjusted accordingly.

Invoices can be regenerated to show the paid amounts and will show PAID IN FULL once payments have been attributed. See Generate and send an invoice PDF.