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Payments Against Invoices

Steve Findon Updated by Steve Findon

Finance Invoice Payment is an optional function and no other functionality uses the recording of these records e.g. Debt Management.

These are available if you wish to identify a payment has been made against a Finance Invoice. This is only available where the Status of the Invoice = Extracted (i.e. already extracted for charging).

Who, when, how and the amount can be recorded. More than one record can be associated with the same Finance Invoice to identify the payment wasn’t made in a single transaction. 

The payment amount values are (automatically and immediately) aggregated to show on the Finance Invoice (after refresh).  This means searches can be made from the Finance Invoice to show: 

  • Total Charge 
  • Total payments to date 
  • Balance Outstanding 

Given the number of Payments that could be recorded, the entry of these records would be better achieved by using the system’s import functionality (i.e. information can be loaded via Excel spreadsheets) 

Note that these records can only be associated with Finance Invoices.

To access Finance Invoice Payments:

  1. Navigate to Finance > Finance > Finance Invoice Payments.
  2. Select the Create new record button on the toolbar.
  3. Complete the following fields (mandatory fields are marked with *):

Field

Description

Type

Finance Invoice

The Finance Invoice to which this Payment record will be allocated.

system will default as these records can only be created from a Finance Invoice record

Establishment*

Payer

Invoice Number 

The Finance Invoice Number to which this Payment record will be allocated.

system will default as these records can only be created from a Finance Invoice record

Alternative Invoice Number 

(Optional) Record any alternative Invoice number (e.g. if your own system created the Physical Invoice to send to the Payee)

Payment Date*

Record the date on which the Payment was made

Posted Date

Payment Amount*

Record the amount (positive) that was the value of the payment (positive and negative values can be recorded) 

Debt Written Off

Greyed out

£

Payment Method*

Record the method of payment.

Reference Data Selection

See Payment Methods section below.

Paid By

(Optional) Record who paid the amount (free text entry to allow a Person or Organisation to be recorded that haven't been created in the system) 

Total Record

Allocated

Report Type

Finance Invoice Payment (allocated to)

Reference 

(Optional) Record an note or reference for the payment  

  1. Select the Save or Save and Close button on the toolbar.

Payment Methods

Create records with a description of the Payment Method used to pay the Finance Invoice.

  1. Navigate to Settings > Configuration > Reference Data.
  2. Expand Care Provider Invoicing, and select Payment Methods.

The following are default records:

  • Cash
  • Cheque
  • Credit Card
  • Debit Card
  • Direct Debit
  1. Select the Create new record button on the toolbar.
  2. Complete the mandatory fields marked with *.
  3. Select the Save or Save and Close button on the toolbar.

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