If Business Finance Assistant hasn't automatically matched incoming payments to their corresponding invoices, it could be due to one of the following reasons:
- The amount of the invoice doesn't precisely match the transaction amount.
- There are multiple invoices to match with a single transaction.
- There are multiple transactions of the same value as the invoice.
- The invoice is still in draft format.
If Business Finance Assistant hasn't automatically detected your customer payment, you can manually match your invoice to the payment by following these steps:
1. Locate the Customer Payment:
- Navigate to your Bank Transactions page.
- Find the transaction corresponding to the customer payment.
2. Prepare the Transaction:
- Ensure that the transaction is clear of all categorisations and attached documents by either selecting the checkbox to the left of the transaction > Actions > Clear selected transaction.
- Or select the transaction line to expand the view and remove any attached document(s) by pressing the X in the circle
3. Attach the Invoice:
- Click on the 'Split/Attach' button:
- Select 'Attach document'.
- Choose 'Invoice' from the options.
4. Select the Corresponding Invoice:
- From the list of invoices, select the one that corresponds to the payment.
- If the value of the invoice is less than the value of the incoming transaction, you can edit the value of the 'Paid(£)' field to reflect the received payment
- Confirm selection
5. Finalise the Transaction:
- Click 'Done' to save:
- If required, fill in any missing information.
- Select 'Confirm' to complete the transaction. The confirmed transaction will appear in green with an Edit button.
6. Sending a Receipt:
- To send a receipt back to your customer, go to your 'Invoices' page.
- Locate the 'paid' invoice.
- Click on the envelope icon to email the receipt document to your client.
By following these steps, you can efficiently manage your invoices, ensure accurate records, and provide timely receipts to your clients.