Any invoice shows as ‘Unpaid’ if it is not attached to a bank transaction so although you may have categorised your incoming customer payment and applied the appropriate VAT to it before confirming the transaction, the corresponding invoice has not been attached.
Your Invoices automatically attach to their corresponding transactions if you use Business Finance Assistant to create them. All you need to do is to 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 and then by following the steps 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 then appear in your VAT return and your invoice will have a ‘Paid’ status.
If the invoice date falls after the associated transaction, or you created the invoice using Business Finance Assistant after the transaction has appeared in your bank account, the invoice will not be matched to the transaction.
Instead, Business Finance Assistant will automatically create a sales receipt as a record of sale (iPay document) and categorise the transaction as ‘Other Income’. The sales receipt is presented as an option to manually attach to the bank transaction, even when 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 are showing as 'unpaid' on your invoices page, it means that they have not been properly matched/attached to their corresponding incoming payments.
Follow these steps to first 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 selection:
- Done
- Confirm