An invoice appears as ‘Unpaid’ if it is not linked to a bank transaction. Even though you may have categorised your incoming customer payment and applied the appropriate VAT before confirming the transaction, the corresponding invoice remains unattached.
In Business Finance Assistant, invoices automatically attach to their corresponding transactions when created using the platform. All you need to do is confirm each transaction from your Bank Transactions screen.
If Business Finance Assistant didn't detect the invoice payment, you can manually attach the 'unpaid' invoice to its corresponding transaction by first clearing any categorisation. Then, follow the steps outlined in this article: How do I manually mark an invoice as paid and send a receipt back to my client?
Once the transaction is confirmed, it will appear in your VAT return, and your invoice will be marked as ‘Paid’.
If the invoice date falls after the associated transaction, or you created the invoice using Business Finance Assistant after the transaction appeared in your bank account, the invoice will not match the transaction.
In such cases, Business Finance Assistant automatically creates a sales receipt as a record of sale (iPay document) and categorises the transaction as ‘Other Income’. The sales receipt can be manually attached to the bank transaction, even if an invoice is subsequently created or uploaded.
There are two ways to reconcile incoming transactions:
- They can be 'categorised' as customer payments (an iPay sales receipt will be attached).
- They can be 'matched/attached' to their corresponding invoices (a CINV - customer invoice will be attached).
If your invoices appear as 'unpaid' on your invoices page, it means they haven't been properly matched/attached to their corresponding incoming payments.
Follow these steps first to clear all categorisation and then match the invoice:
- Press 'edit'.
- Check the checkbox alongside the incoming transaction.
- Press 'Actions'.
- Choose 'clear selected transaction'.
- Press the 'Split/Attach' button to open the expanded view.
- Press 'Attach/Match document'.
- Select your invoice from the list.
- Confirm the selection:
- Press 'Done'.
- Confirm.