Recording payments and payment plans

Record money as it arrives, apply one remittance across several invoices, and set up instalment plans for private and self-managed balances.

Before you begin

• Permission to create payments; for plans, permission to create and update payment plans.
• The invoices are issued (sent).

Record a payment on one invoice

1. Open the invoice and select Record payment.
2. Check the Amount (it defaults to the balance), Date received, Method and Reference.
3. Select Record payment. If you enter more than the balance, the rest stays unallocated on the payer.

Record a remittance across several invoices

1. Go to Billing → Payments and payers and select Record remittance.
2. Choose the Payer, enter the Amount, Date received, Method and Reference.
3. Under Apply to invoices, select Oldest first, or type the amount for each invoice.
4. Check the footer shows how much is allocated, then select Record payment.
5. Open a payment later to Reallocate, Refund or Reverse it (a dishonoured payment, for example).

Set up a payment plan

1. Go to Billing → Payment plans.
2. In Overdue balances, select Set up plan next to the payer, or select New payment plan.
3. Tick the Invoices covered, enter the Instalment, Frequency (Weekly, Fortnightly or Monthly) and First instalment date.
4. Select Preview schedule to see the number of instalments and finish date, then Set up plan. The plan is activated.
5. When an instalment arrives, select Record instalment on the plan. Use Pause, Resume or Cancel plan as needed.

Send statements

1. Select Statement next to a plan or payer to see the last three months with ageing (Current, 30–59 days, 60–89 days, 90+ days).
2. Select Download PDF or Email statement, or Send all statements at the top of the page.

Tips

• NDIA payments arrive through the bulk claim results, not here (see Importing the remittance and matching payments).
• A plan is shown as Behind when an instalment is overdue, and Defaulted after several missed instalments.

If something goes wrong

More is allocated than was received.

Reduce the allocations so they add up to the payment amount or less.

Not for the NDIA: NDIA-managed invoices are claimed, not paid by instalments.

Payment plans are for non-NDIA balances only.

Stripe payment: Stripe payments are refunded, not reversed.

Use Refund for online card or debit payments.