IBIS Technology

The vast majority of our customers are now exporting invoices generated from IBIS directly into their accounting software and managing the settlement process outside of the IBIS application. If you still prefer to settle the invoices in IBIS, follow the steps in this article.

When you receive a payment for a debtor invoice, you can enter it into IBIS to apply to any outstanding invoices. You can receipt payments via the Banking screen, Debtor Payments or Point of Sale screen. The advantage of entering it into the Debtor Payment screen is you can apply it immediately to any outstanding invoices for the account, whereas the Banking screen is geared towards larger operators who typically enter payments in batches, print a deposit slip to remit to the bank, and apply payments to invoices at a later stage. The Point of sale screen is typically used when an invoice is being paid by credit card directly at your front counter. This article discusses all three methods for entering an invoice payment (i.e. receipting a payment), and how to apply these to invoices.

TABLE OF CONTENTS

• Receipt a payment into the Debtor payment screen
• Receipt payment into the Banking screen
• Receipt a payment via the Point of sale screen
• Settle debtor invoices
• Unapply a payment from an invoice
• Edit or delete a payment from the Banking screen
• Edit or delete a payment from the Debtor payments screen
• Journal a payment made in a previous accounting period
• View payment history from the Banking screen

Receipt a payment into the Debtor payment screen

1. Open the Debtor Payments screen under the Accounts & Contacts tab.
2. In the Payment details section, enter the date you received the payment (if you set this date historically, the payment is still included in the current accounting period).
3. Select the account you are receipting the payment for, and fill out the details such as Amount, Pay type, Reference and any Notes. 
4. Click Save to complete.
5. A unique Payment Number is generated and the screen will load any unsettled invoices (and journals) for you to apply this payment to. Follow the steps in the section Settle debtor invoices starting at step 3 to begin applying payments to invoices.
6. To add another payment, click New and repeat the steps above.
   
   

Receipt payment into the Banking screen

1. Select the current or future period you are entering the banking for (default is current).
2. Enter the date you wish to receipt the payment for (make sure it reflects the day you are going to deposit your payment into the bank).
3. Enter a Deposit ID such as the bank deposit slip number you will use for the entire banking batch (you can re-enter against multiple payments).
4. Select (or enter new) the Payer (i.e. who you have received the cheque from). It is the Payer name which shows on the Deposit supplement and will be saved for future use. 
5. The account will default to the associated account for the Payer (note, if a new payer is added you must select from the list).
6. Select the Pay type from the drop list, for cheque payments enter the Bank & Branch which will print on the deposit supplement.
7. Enter a reference such as cheque or direct credit AP number and a note if required. 
8. Press Add to complete and generate a unique Payment number.
9. To add another payment, click refresh and repeat the steps.
10. When you have finished entering payments, click Deposit to print a deposit supplement.
    
    

Receipt a payment via the Point of sale screen

You may have a situation where a debtor wants to pay off their outstanding invoice by Credit Card or Cash. You can receipt the payment at POS, and then

• Open the Point of Sale screen and click Payment.
• Choose the Payment type Account.
  
• Select the account to credit from the list (NB: the Account use must be set to P in the Account List screen before it will appear in this list), then click OK.
  
  
  
  
• Answer Yes to Process credit to an account?
• Enter the amount to pay, then click OK, and choose the correct payment type e.g. cash, EFTPOS etc. and continue processing the transaction as normal. A pending credit has now been applied to this account in the Invoicing screen.
• Once posted to account, you can then manage settling the account from the Invoice screen using either of these methods:
  • Generate the pending creditor posting into a separate invoice and then cross settle this against your existing invoice from the Account List screen (most common scenario).
  • Generate the pending debit/credits together in a single invoice (will only work if you have not already generated the pending debtor charges into an invoice).

Settle debtor invoices

Once a debtor payment has been receipted into IBIS (via the Debtor Payments or Banking screen), you can apply it to any outstanding invoices or journal for the account which will reduce the balance of the invoice. If the resulting invoice balance is $0, the invoice status will change from Printed to Settled.

1. Open the Banking screen from the Accounts & Contacts menu (if this is where you have entered your payment) and select the payment you wish to apply to your invoice by highlighting the row and clicking the row indicator > to launch the Debtor payments screen.
2. When the Debtor payment screen opens, it will display a list of outstanding invoices (or journals) for the selected account to attached to the payment.
3. To settle the full value of the invoices (or journals), highlight the invoice rows and click Apply to selected.
   Press Save to complete.
   • If the payment is to settle specific reservations on an invoice, click > to the left of the invoice row to apply the payment to individual transactions.
   • If the payment received does not settle the full value of the invoice, the outstanding balance will show in the Balance column.
   • If the payment is more than the invoice amount, any remaining balance can be applied to another invoice or left as a positive value to be applied at a later date.

Unapply a payment from an invoice

Payments may be unapplied or amended after they have been applied or partially applied to an invoice so long as the invoice status is 'Settled'. Once an invoice period has been rolled, settled invoices are automatically changed to 'closed' status and you cannot make changes to payments made in previous accounting periods - you can journal the payment following the instructions below.

1. Select the account you wish to unapply the payment from in the Account List screen, then click the transactions tab.
2. Click the > next to the payment you wish to remove, this will open it in the Debtor Payments screen.
3. Select the payment row (if more than one) and click the Un-apply payment button, this will unapply the payment from all related invoices, changing their status from settled back to printed.  
4. You can now either edit details of the payment if required, or click Delete to remove it completely.
5. Click Save when finished.
   
   

Edit or delete a payment from the Banking screen

Payments can be edited or deleted from the Debtor payments or Banking screens, provided they have not been applied to any invoices. If the payment was made in a previous accounting period then you can journal the payment following the instructions below.

1. Open the Banking screen under the Accounts & Contacts menu. 
2. Select the row of the payment you want to edit or delete from the list of payments receipted
3. When selected, the details will display at the top of the screen and you will see an Update or Delete button. 
4. If you need to edit, make your required changes and press Update to save.
5. To remove the payment, click delete.
   
   

   
   
   

Edit or delete a payment from the Debtor payments screen

1. Open the Debtor Payments screen and enter the payment number (if you don't know, you can find it in the Account List transactions tab for the selected account, or the Banking screen).
2. Edit the details as required in the Payment details section and press Save to update, or Delete to remove completely. 

Journal a payment made in a previous accounting period

If an unapplied payment belongs to a historic accounting period, the only way to clear them is to apply a journal (credit note) on the Account and then cross settle it with the unapplied payment.

1. Create the journal from the Account List screen (transaction tab).
2. Once created, open the payment you want to clear in the Debtor Payment screen
3. Use the Apply payment function to settle the journal to $0.

View payment history from the Banking screen

To view banking history for all accounts for any period:

1. Open the Banking screen
2. Select the period from the drop-down list and click Refresh. Alternatively, you can also use the Accounts report filtered by Payment Summary.