Hi Folks
We have been issuing recurring invoices and manually marking them as paid after the money hits our account. Not exactly power use but very helpful for our simple requirements. All was well until very recently, but now several invoices previously marked as ‘paid’ have reverted to ‘sent’, completely mangling our accounting record.
(Fortunately I know that all invoices have been paid and the particular contract has been closed so it is not catastrophic.)
Many thanks for looking into this.
Hi Ruth,
Check the event logs of some of the invoices in question. This will show when they were marked as paid and if they were ever unmarked as paid.
If you have deleted any payments from your bank statement on QuickFile, this will also undo them showing as paid.
If you’re still stuck, let me know and I’ll see if I/someone else can take a bit of a closer look for you.
If you can provide an invoice number we can look at the audit log to see why they have reverted. As @Parker1090 mentioned in most cases it’s due to the underlying bank entry being deleted, thus reverting the invoice back to sent.
If this happens and the invoices has been reverted but the payment is still on the bank transactions. what do you do to remove now active invoice of the clients statement?
If you delete or untag a bank entry that was originally paying down an invoice, that invoice will revert to SENT status.
If you would like to completely remove such invoices, you can go back to the Dashboard and first isolate all open invoices by clicking on the “Total Owed to You” figure.
This will then show all those invoices that are unpaid. You can then locate and delete any invoices from that list.
thank you for your response the invoice is locked into a VAT return though and locked to the original payment, when you go onto the invoice and try to pay it, it says there is no balance to pay but still showing as active.
@northallertonglass I will import this into a private message so we can take a close look.