To pay invoices in bulk a report of Unpaid Invoices will need to be generated first. From this report, multiple Invoices can be selected to record a payment.
Before you start...
In order to complete this task, Permissions in the Administration section to access Pay Invoices and in the Reports section to access the Invoices Report is required.
Generating a List of Unpaid Invoices
1. Head to Manage.
2. Click Bulk Invoicing under Administration.
3. Select All Locations or click the dropdown Select or Search for specific locations.
4. Select the Invoice Type which is the Payer of the invoice.
5. Select Unpaid Invoices for the payment status.
6. Select the Delivery status as applicable. Choose from either All Invoices, Sent Invoices, or Unsent Invoices.
7. Select the Date Range for invoices by using either the Date Picker or Presets that can be accessed via the three vertical dots.
8. Click Generate.
A list similar to this one will be generated.
9. From there, if payment isn't recorded immediately, a few options are available:
- Click on an Invoice Number to open it.
- If you have a large list of invoices, choose to View More or All invoices on one page by selecting from these options.
- Click Print to print the list of generated invoices.
- Click Download Report to export the list of generated invoices in CSV format.
- Click Download Invoices to download the selected invoices as PDF files in a zip folder.
Hot Tips
When using the Download Invoices feature, Client Names will be removed from invoices by default. To Show Client Names toggle this to Yes before clicking the Download icon.
Paying Invoices in Bulk
1. When the report is generated, all invoices will be selected by default with the total outstanding value of Selected Invoices shown in brackets. Toggle the checkbox to the left side of the invoice to Select or Deselect the specific invoices you need to record a payment for.
Hot Tips
You can choose to Select All or Deselect All by clicking the top checkbox to the left of the Date column.
Sort the invoices to help find the one you are looking for. To do this click on the arrows next to any of the column titles (Date, Invoice No., Type, Client, Total, Paid, Balance).
2. Click Pay Selected Invoices.
3. Type in the Amount if different.
4. Add the Date the payment was made/received.
5. Choose the Payment Method.
6. Choose the Location.
7. Add Payment Notes if relevant to record details about the payment.
Important!
You will need to add a Bank and Cheque Number for payment by cheque.
8. Click Save.
Once the payment has been saved, repeat these steps with all the unpaid invoices generated in the list or generate a different list to bulk pay other invoices.