Payment status & payments
A PO invoice's payment status says how much of it you have paid the vendor. It is worked out from the invoice total and the payments recorded against it, never set by hand.
Who uses it
Supplier staff record the payments they made to a vendor. The vendor is not involved.
How it works
Press Add Payment, on the list or on an invoice, choose the invoice (preselected on the invoice page), the amount and the payment method, and save. The invoice's paid amount, balance and status update straight away.
| Status | When |
|---|---|
| Unpaid | Nothing paid yet and a balance remains |
| Partially Paid | Something paid, but less than the total |
| Paid | Paid in full, or the total is $0.00 |
| Void | Every line fully returned, total $0.00, and nothing was paid |
| Canceled | The purchase order was canceled. Shown whatever the stored status was |
Calculations
- Balance Due = total minus total paid.
- Example: a $500.00 invoice with a $200.00 payment reads Partially Paid, balance $300.00. A further $300.00 makes it Paid.
- A $100.00 invoice fully returned with nothing paid becomes Void. If $40.00 had already been paid it reads Paid, not Void, because money moved.
- A partial return that happens to bring the total to $0.00 is Paid, not Void. Void needs every line returned in full.
A voided invoice owes nothing and was never settled. If money was paid, the record has to stay visible as a payment, not disappear as Void.
On the PDF the summary reads Payment while part-paid and Net Payment once Paid, with Balance Due below.
Where it shows up
PO invoice list chips and cards, the invoice page, and the PDF. The Overdue filter uses this status: an invoice past its due date that is Unpaid or Partially Paid.
Permissions
Adding a payment needs full access to purchase orders on the invoice page, and full access to invoices on the list. See the overview.
Known limitations
- Payments are recorded as paid, not requested. Nothing is sent to the vendor.
FAQ
I recorded a payment and it still says Unpaid. Check that the payment was saved against this invoice and not another one.
Why is a fully paid invoice not Void? Void is only for fully returned invoices nobody paid.