This Help Article covers:
General/Overview:
View Payments displays the payment history of a Sales Invoice, displaying the Amount of a Payment, the Status and the Source. There are three Sources a Payment can be made from:
Katipolt - Payments entered from Katipolt Desktop by a User: Status displays as "Complete" and Source displays the Katipolt Icon
Digital Invoice Portal - Payments entered from the Digital Invoice Portal by a Customer:
If a Stripe Payment, Status displays as "Complete" and Source displays the Stripe Icon
If a Bank Transfer, Status displays as "Pending" and Source displays the Katipolt Icon
Xero - Payments entered into Xero by a User: Status displays as "Complete" and Source displays the Xero Icon
To Apply a Payment to a Sales Invoice (Mark as Paid)
Quick Flow:
Sales Invoice
More (3 dots) menu > "Mark as Paid"
Amount
[SAVE]
1. From the Sales Invoice, Press the More (3 dots) menu, then Select the option "Mark as Paid" to display the "Payments" Popup
2. From the "Payments" Popup, Check/Edit the Amount of the Payment Line, then Check/Edit any other fields of the Payment Line as needed
⚠️ NOTE: The Amount field autopopulates with the Sales Invoice Amount or any Balance Amount. I.E. If a Part Payment has been entered, the next time you select "Mark as Paid", a new Payment Line will autopopulate with the Balance Amount.
3. When Checked/Edited, Press [SAVE]
⚠️ NOTE: On Save, if you have a valid Xero API connection, the Payment entry will be synced to Xero.
Viewing Payments of a Sales Invoice
1. From the Sales Invoice, Press the More (3 dots) menu, then Select the option "View Payments" to display the "Payments" Popup
💡 TIP: The Payments Popup can also be accessed via the Sales Invoice Status chip OR the Amount Paid value of the bottom Invoice Totals.
To Edit/Delete a Sales Invoice Payment
⚠️ NOTE: Editing/Deleting Payment entries is best done from the "View Payment" option.
1. From the Sales Invoice, Press the More (3 dots) menu, then Select the option "View Payments" to display the "Payments" Popup
2. From the "Payments" Popup, either:
Press a Payment Line to make the fields Editable, OR
Press the More (3 Dots) menu of the Payment Line to be Deleted and Select the option Delete
3. When Edited/Deleted, Press [SAVE]
⚠️ NOTE: On Save, if you have a valid Xero API connection, the changes will be synced to Xero.
💡 TIP: If Deleted and the Payment needs to be re-entered, use the "Mark as Paid" option of the Sales Invoice to re-enter the Payment, see the "To Apply a Payment to a Sales Invoice (Mark as Paid)" Section above.
To Edit the Payments “Xero Account Code” Default
The Xero Account Code of a Payments Popup’s Payment Line defaults to the Bank Account details entered into Xero.
This can be changed if needed by going to: Company Settings > Connected Apps Top Tab > Xero Connection > Accounting Top Tab > Default Supplier Account Expandable, and changing the “Payments Default*"
⚠️ NOTE: Only Accounts (GL Codes) of Xero’s Chart of Accounts, ticked “Enable payments to this account”, will display for Selection in the “Payments Default*” Dropdown.
