DESKTOP EDITION CLOUD EDITION SERVER EDITION GUIDES FORUM

Hide paid invoices when recording cash received


#1

Is there anyway to hide paid invoices from dropdown, when I record receipt of money in Cash or Banking tab.


#2

Not that I’m aware of. However, there is a simple way to avoid scrolling through many invoices to find the one you want.

Once Accounts receivable has been selected, either tab to or click on the subaccount field. Type in the invoice number and the options will progressively narrow. If you type the entire invoice number, only it will appear. So if you receive payment from a customer for invoice 15207, just type that number into the box and hit Tab, Return or Enter.


#3

Well frankly I do not like to find out invoice number first (via going to invoices/customers tab, and look for it ther) and record payment against it, but rather just put in client name (which is already in payment info - as a payee). And in such case I have all invoices for this client. Including paid already.

From my perspective there is some logic error here - i.e. why do I need to have paid invoices in dialog where I record money receipt. Or there is any use case for that?

Sure, you can go to customer tab, find its name, click on it, get list of invoices, write down last open invoice, go to bank/cash tab, record money receipt and select correct invoice. But this is in my option overkill, and if you have say recurring 20 customers, who pay you twice a month and some have net30 payment terms things become little complicated after 6 cycles.


#4

I guess no application design can make everybody happy. But there are many ways to go at this, some of which have been mentioned:

  1. Receive Money button in a bank or cash account, with rapid narrowing of options in the Accounts receivable subaccount, as above.

  2. Go to Customers tab and click on the invoice number for the customer involved. They’ll show which are paid, overdue, etc. Select your invoice and click on the Receive Money button for that invoice.

  3. Go to Sales Invoices tab, where you’ll see unpaid invoices listed first by default. Select your invoice and Receive Money. While you’re here you can click the Customer heading to sort by customer. Or you can search by customer name or invoice amount.

In other words, the are many paths to quickly zero in on the invoice you want to record the payment against. And I can’t every recall receiving a payment against a sales invoice where the customer did not specify the invoice number they were paying.

There is simply no reason to make it as complicated as you describe above. No reason to write down anything or switch between tabs. You can very conveniently record payment against an invoice entirely with the Bank Accounts, Customers, or Sales Invoices tabs.


#5

Well, with a big number of transactions your suggestions number 2 and 3 are very very complicated. Because, if I have, say, 100 receipts in order to record one I should click Customer, click invoice, click pay button. And if I will go to invoices tab I will also to filter by customer anyway (as they might have more than one o/s invoice).

In such situation most appropriate way is utilizing functionality that is already in the program - in “Receive cash” there is an option to Save&Add another, so this is one click instead of 3-4 as suggested by your 2 and 3 way. Multiply it by 100 transactions and you will have a saving. One flaw of this way is that when you print customer name in invoice field you get paid invoices also, and you have to check/remember which of them are paid.
For this I am suggesting not to show them. This is a suggestion.

Also if you hadn’t seen payments without invoice number this does not mean they they are not exist.

Lastly you can very easy record payment against invoice from every tab IF you know against which invoice you should record it. And if you do not know, than you have to do some more work. My opinion that task of unknown invoice number payment can be simplified if unpaid invoices will not be listed in “Receive money” dialog - and from my perspective this is very logical.

Given say that I would not like to continue this argument. Because I am listing my use case and suggesting to add improvement in the program, if developer would like to do it, which may bring benefit not only to me but other users with similar workflow.

Your are trying to bring my work flow to your’s, however there are many differences in underlying info/documents that you is unaware.


#6

I think Koroko has a point here when allocating funds to multiple invoices for the same customer. I have had to ID the outstanding invoices first before allocating. Koroko’s suggestion may make it a little easier.


#7

@koroko, please do not think of this as an argument. You started the discussion with a simple question, about which you gave very little background. I answered your question and tried to offer some ideas that might be useful, depending on your workflow preferences. If you don’t like my approaches, that is fine.

I can certainly understand why you might like the feature you have mentioned. But I can foresee some potential problems with it.

For example, suppose you receive a payment and assign it to invoice #100 because the amount matches, even though the customer did not specify which invoice was being paid. The next day, you receive payment from the same customer specifying invoice #100, but making only partial payment. Perhaps this happened because there are two divisions at the customer that pay invoices separately, but you did not know this because the customer never told you. Now you cannot see invoice #100, and the process of sorting out where the original payment belongs would be more difficult.

I do not claim that I have thought through every possible workflow, but I believe there would be other situations where hiding paid invoices might be a problem. I have no idea how difficult such a change in the software would be or whether the feature could be turned on or off.

I also have no idea how other accounting programs would let you handle such a situation. Do you?


#8

If you are receiving payment from customer, you can let Manager automatically allocate the amount received against outstanding invoices on first-in first-out basis.

Instead of Accounts receivable account, use Customer credits account, then select customer. This way you can allocate money received against customer directly and let Manager do the allocation to invoices automatically.