Using the Invoice Lock Date in Matters.Cloud

Managing Invoice Payments in Matters.Cloud

Introduction

This knowledge base article provides a comprehensive guide for managing invoice payments within the Matters.Cloud platform. It covers recording new payments, deleting payments, and creating invoice write-offs. Follow these instructions to maintain accurate and efficient financial records.

Note: This guide covers the process to record invoice payments when using the system in a stand alone capacity. When using the system together with connected systems such as FreeAgent, Xero, Sage, Tripletex or Quickbooks payments are typically entered as part of the bank reconciliation process within these systems and imported into Matters.Cloud.

Recording a New Invoice Payment

Step 1: Access the Open invoices page

  1. Once logged in, locate the main navigation menu on the left-hand side of the dashboard.
  2. Click on the Finances > Payments menu item.
  3. Click the Open Invoices tab. This will take you to the Open invoices page where you can view all outstanding invoices.

Step 2: Find the Invoice

  1. On the Open invoices page, use the search bar or filters to find the specific invoice for which you want to record a payment.
  2. Click on the New payment button in the Actions column for the specific invoice.

Step 3: Fill in Payment Details

  1. Date: Select the date on which the payment was received using the date picker.
  2. Payment type: Select Payment as the payment type. 
  3. Amount: Enter the amount of the payment received.
  4. Invoice: Select the appropriate Invoice to receive payment against.
  5. Bank account: Select which bank account the money was received into.
Notes: If a partial payment is recorded, the remaining balance will still be shown on the invoice. You can repeat the process for additional payments.

Step 4: Save the Payment

  1. After filling in the payment details, review the information for accuracy.
  2. Click on the Submit button to record the payment. The payment will now be logged against the invoice.

Deleting an Invoice Payment

Step 1: Access the Payments screen

  1. Navigate to the Finances > Payments section as described above.
  2. On the Payments page, use the search bar or filters to find the specific payment you wish to delete.

Step 2: Delete the Payment

  1. Click on the Payment ID to open its details.
  2. Click on the Delete button.
  3. Confirm the deletion in the prompt that appears. The payment will be removed from the invoice, and the balance will be updated accordingly.
Note: If a payment has been created from a third party system, it will be re-imported on the next daily schedule, or if a user runs the sync invoice payments process directly. This will also update any details of the payment, such as being applied to a different invoice.

Creating an Invoice Write-off

Step 1: Access the Open invoices page

  1. Once logged in, locate the main navigation menu on the left-hand side of the dashboard.
  2. Click on the Finances > Payments menu item.
  3. Click the Open Invoices tab. This will take you to the Open invoices page where you can view all outstanding invoices.

Step 2: Find the Invoice

  1. On the Open invoices page, use the search bar or filters to find the specific invoice for which you want to record a write-off.
  2. Click on the New payment button in the Actions column for the specific invoice.

Step 3: Fill in Write-off Details

  1. Date: Select the date on which the payment was received using the date picker.
  2. Payment type: Select Write-off as the payment type. 
  3. Amount: The amount of the Write-off.
  4. Invoice: Select the appropriate Invoice to write off.
  5. Bank account: Select which bank account the money would have been received into.
Note: The amount field will be calculated automatically to be the outstanding amount remaining on the invoice.

Step 4: Save the Payment

  1. After filling in the payment details, review the information for accuracy.
  2. Click on the Submit button to record the payment. The payment will now be logged against the invoice.


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