29.1 Invoice Financial Activity

The Invoice preview brings together the Invoice's payment history, applied credits, available Customer credits, activity, and other related information for authorized users.

Use these financial actions against the correct Invoice so that balances and transaction history remain accurate.

29.2 Review the Invoice Before Recording Payment

Before recording a payment, verify:

• The Customer.
• The Invoice number.
• The current Invoice total.
• Existing payments.
• Existing applied credits.
• The current remaining balance.

29.3 Recording a Payment

When the Record Payment action is available to your account, use it to record money received against the applicable Invoice.

The payment workflow uses the operational payment information presented by the CRM. Depending on the form, this can include information such as:

• Amount received.
• Payment date.
• Existing Payment Mode.
• Payment method information.
• Transaction ID.
• Payment note.

29.4 Payment Amount and Date

Enter the amount actually received and the date applicable to the payment.

Do not enter the full Invoice value automatically if the Customer made only a partial payment.

29.5 Payment Mode

Select the applicable existing Payment Mode from the values provided by the tenant.

This manual covers using an existing Payment Mode during a payment transaction. It does not cover creating or configuring Payment Modes.

29.6 Transaction ID and Notes

When applicable, record the external transaction identifier in the Transaction ID field.

Use the payment Note for useful payment-specific context that should remain associated with the payment record.

29.7 Verify the Payment After Saving

After recording the payment:

1. Return to the Invoice preview.
2. Confirm the payment appears in the Invoice's payment history.
3. Confirm the amount and date.
4. Confirm the remaining Invoice balance.
5. Review the resulting Invoice status.

29.8 Customer Credits

When the Customer has open Credit Notes and the Invoice is eligible to receive credits, AIUNIFY CRM can show credits available for the Customer.

The Invoice preview also displays credits already applied to the Invoice.

29.9 Applying Credit to an Invoice

Use the Invoice credit workflow to apply an eligible amount from an available Customer Credit Note.

1. Open the correct Invoice.
2. Review existing payments and credits.
3. Review the available Customer credits.
4. Select the applicable Credit Note.
5. Enter the amount to apply.
6. Confirm the operation.
7. Review the applied credit.
8. Verify the resulting Invoice balance and status.

29.10 Credit Application Updates Invoice Status

After a credit is successfully applied, AIUNIFY CRM updates the applicable Invoice status based on the resulting financial state.

Use the credit workflow rather than manually attempting to represent a credit through an unrelated payment or discount.

29.11 Do Not Confuse Payments and Credits

29.12 Financial Data Best Practices

• Always work from the correct Invoice.
• Check for an existing payment before adding another.
• Enter the actual amount received.
• Use the actual payment date.
• Select from existing Payment Modes.
• Record useful transaction IDs when available.
• Apply Credit Notes through the credit workflow.
• Verify the balance and Invoice status after every financial action.