Processing Payments

So, you’ve sent out invoices and all their supporting documents. Next you followed up with statements for overdue amounts. When you finally receive a payment, you can record it in Abio. The payment will reduce the outstanding amount on the invoice, and increase the amount in your bank account.

To process a payment, navigate to [b] Receivables, then [j] Payment Entry.

The screen lists all your current payments.

Details Tab

The Details tab will let you process a payment for a single invoice line item at a time. Click on the action field to see a list of actions.

Payment Actions
Inquire

This action allows you to view, but not change, a payment.

Add

Add a new payment.

Change

Change a payment that hasn’t been transacted.

Delete

Delete a payment that hasn’t been transacted.

Print

Print, email, or export a payment to an excel spreadsheet.

Undo

If you’ve entered a payment in error, and it’s already been transacted, you can use the ‘Undo’ action to create a payment that reverses the amounts of the original payment. This sets the invoice back to the state it was before the erroneous payment was made.

Payment Entry Fields
Client

The client who’s payment you’re processing.

Payment

Payments are referenced by payment number

Item

Each invoice item paid is recorded under its own payment item

Payment Date

The date of the client’s payment.

YYYYMM

The G/L period this payment will be posted to.

Costed?

This flag is ‘Y’ if the payment has been costed to the general ledger.

Invoice, Item

The invoice item being paid.

Job

The job associated with the invoice item being paid. Payments are recorded as revenue on the job and centre records.

Item Payment Net and Holdback

How the payment is apportioned on the invoice.

Total Payment

How much of the invoice has been paid with the current payment number.

Invoice Outstanding

How much of the invoice is yet to be paid.

Paying an Invoice Item

Use the Add action to record a new payment.

Only clients with outstanding balances are listed in the client dropdown.

When you select a client, Abio will prompt you with a list of outstanding invoices for that client.

And then the outstanding items for the invoice you select.

If the payment only partially pays the invoice, you can reduce the payment. Abio won’t let you overpay the invoice.

When you apply the payment, the outstanding amount of the invoice is reduced by the amount of the payment. In this example, we’ll pay $1,000 towards the invoice.

Now the outstanding amount is only $170.07, and the invoice shows the most recent payment.

Batch Pay Tab

If you would like to process a large payment that covers many invoice items, click on the Batch Pay tab. This tab is strictly for adding payments. If you need to make any changes, they can be done on the Details tab.

The Batch Pay screen lists all the unpaid invoices for a client.

First, select the invoices to be paid. You can click on the first invoice, then hold the <shift> key down and click on the last invoice to select a range.

Then click on the ‘< Select’ button to indicate those invoices are to be paid.

Click the ‘Apply’ button to record the payment. If you need to delete the payment you just made, you can do so from the Details tab.

Batch Payment Entry Fields
Client

The client who’s payment you’re processing.

Payment Date

The date of their payment.

YYYYMM

The G/L period this payment will be posted to.

sORT bY

You can sort the unpaid invoices by invoice, job, or date. This is just to help you find the correct invoice to mark as paid.

iNVOICES TO PAY

The right hand list shows you the invoices you have selected. You can remove them from this list by highlighting a row and clicking on the ‘Deselect >’ button.

uNPAID INVOICES

These are the invoices with outstanding amounts.