Mark Payments as Funds Received, Paid or Rejected

Overview

If you're using the direct debit or credit card payment function to receive payments from customers, you'll generate the payment run and then process the payment run in Invoicing. Once the funds have been processed through your financial institution, you can update the status of the payments. 

Mark a Payment Run as Funds Received

When the payment from a customer is received, you can mark the payment run as ‘Funds Received’. This will also mark the included invoices as Paid.

1. Go to Invoicing > Process Payment Runs.

2. Tick the checkbox for the payment run.

3. Click With selected Invoices… > Mark as funds received > Go > Confirm.

This will update the status of the payment run from Payment File Generated to Funds Received.

The Funds Received status means that you have uploaded the bank file or PayWay file to your bank and expect payment. If the customer’s account has insufficient funds to clear the payment, the direct debit or credit card request will be rejected.

Mark a Payment Run as Paid

When a payment run is marked as paid, this means that the bank has successfully cleared all the payments it can, has notified you of any rejected payments and the payment run is ready to be finalised.

To mark a payment run as Paid:

1. Go to Invoicing > Process Payment Runs.

2. Tick the checkbox for the payment run.

3. Click With selected Invoices… > Mark as Paid > Go > Confirm.

Mark a Payment Run as Rejected

If a payment is rejected by a bank, you can mark this on the payment run.

1. Go to Invoicing > Process Payment Runs.

2. Tick the checkbox for the payment run.

3. Click With selected Invoices… > Mark payment as Rejected > Go > Confirm.

This will release the invoices that were included in the payment run, so that they can be processed in a new payment run with a different payment method or later settlement date.