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Small business invoice template for small businesses

all right looking back on the invoice screen let's now talk about payments received if you receive a payment from a client for an invoice you've given them how would you want to enter that in into the system with easy as you can do whichever way you want folks I mean if you want to keep it to a very basic process you could just enter it in you could go directly to your incomes Queen if you wanted to and enter your payment receipt from your invoice the only problem with doing that is it's not going to be aligned against your invoice number you're not going to see here what invoice number it came from this line here says from a credit note or from an invoice so if it was from a credit note you would see a c after the number if you issued a credit note to a client apart from that if you don't see a c that is always going to be an invoice so if you don't record it against the invoice you've got no wire because you can't actually type that in there folks see that doesn't work you can't type a invoice number there that is automatically given from the system and to achieve that is you have to use the payment received on the invoice screen so if you recall receiving a payment from a client from invoices naturally you're going to record it against the invoice so let's say that our Mr Smith here paid us the whole amount of the invoice we would click payment received yes or we click this icon here okay where it's got payment received see this says no the ones that say no haven't been received any money the one that says yes we've received money but see the right hand side here see it's got one dot that means that this client's paid in full where he's got two dots means that this particular client only paid a partial amount he did not pay the whole invoice so we know that any with two dots are partial so if we look up the top end we click partial it allows us to it filters to the screen all invoices that have only received partial amounts on we can click here and we see all invoices that are completed with the one dot notice that and click here we will see all invoices with total amounts outstanding where nothing's been paid yet to date on the invoice okay so that's what those icons are for all naturally returns all to the screen so let's say for example Mr Smith has paid us the total amount owing on his invoice so click here I go on the payment received icon click this it pops up with this on the screen and it says do you want to add this to income well of course we do I don't know of a reason why you wouldn't add it to income so we click yes and this screen comes up now all we need to do with Mr Smith is this by default when you first open the screen up this is how it's going to look if you click this icon here it allows you the ability to enter partial payments received from clients now you can leave that on at all times it's irrelevant as long as if this if this is left blank and you click done it registers that you've received a full payment from the client and I'll show you that if I click how did the client pay paid by cash let's say that that was the date the client paid me because it's going to come up with with the data the invoice or today's date I'm quite sure which one that is it comes up here with today's date I think it is so he's by default so he um pays my cash it automatically has brought up the project group because that was the project group that was automatically assigned by the invoice originally we had we had a lot of that invoice against project group Smith Street so naturally it's going to put that into that project group when it puts it into the income automatically for us these two boxes here come up because they are the additional boxes or the additional columns that are provided on the income screen if you've turned on additional columns these two boxes will show if you don't have additional columns turned on these two boxes actually don't appear on this screen so if you are receiving a payment from a client and it's a payment in full for an invoice or that you really have to do is enter in the information into the top part of the screen when you've entered this here if you click done easy as instantly knows that this is for the full amount of the invoice whatever the invoice total was so when I click done it will record that instantly against the invoice and you can click a receipt if you issue receipts to clients or click no if you don't do that so now what happens on the invoice screen have a look here it says payment received yes and it's got a little asterisks here that tells us instantly that that was a payment all payments have been received in full for that particular invoice now if I jump over to the income screen or have a look at that I will see that that exists jump over and I'll look for that invoice number it's naturally in date order and it just happens to be that it's the last invoice anyway and there is the invoice here it appears that that payment there is the full payment of the invoice showing the amount of sales tax that was applicable Etc it's all done for us and if I double click on this now it will open up the invoice screen and it will filter that invoice to the screen so it says oh there's the invoice number that was recorded So if I come back and say what was that amount for that's on the income screen I could look at the invoice I go oh yeah that's right it was this particular invoice here I can even click edit to have it have a look at what the invoice was about I go yep that's fine so now when I close that it's going to jump back to the income screen because that's where it previously was okay so that's how that appears now if say this was a partial amount let's say I'm only receiving a partial amount on an invoice so I'm going to jump to another one of those invoices here okay so I'm going to find one of them receiving a partial payment again so let's select this last invoice I used earlier this dummy invoice I put in there let's just say that I'm only receiving a partial payment from this client so I'm going to click payment received yes paid to income I'm going to record it as a partial payment so what do I do I enter in all the boxes that I want to enter in at the top here naturally this has to be entered in and this has to be entered these are mandatory boxes okay now let's say that that's all the information I want up here I then come down here and I go how much is this client paying because the amount of this invoice is 854 dollars I'm going to say that let's say this client's only paying me let's assume that this client's only paying me 400 I could then enter in the 400 and the sales tax amount naturally I'm not going to know how much sales tax is applicable on the 400 so I'll just simply click my calculate button that's the default right of sales tax that the system has obviously that's going to come up whatever you've entered in as the default rate for your country I'm going to enter in 400 I'm going to press enter or click the OK button whichever you do and it instantly puts it back here it calculates how much sales tax is applicable there so if I click done now you will notice it's I don't want to receipt it's now placed two asterix's here that's for that's because it's saying that only a partial payment has been received and if I was to go back to the income screen you would see all the evidence of that as shown before so what happens now what happens over now we receive another payment from this client if I now receive the balance of the income the payment from this client the balance of 454.50 I now come back and I click this same icon I don't do anything different I just click the same icon I'm recording another payment received so I click this same icon and it comes up and with a different screen now it comes up with this screen here and it shows you that this was a previous amount that was received from the client this is the amount outstanding ing to the information we've put in if we enter the information wrong this is naturally going to be wrong as well but we know we've entered it correct this is the amount outstanding this is the amount that the client's actually paying me now so I'm going to enter in the balance that's outstanding which is 454.50 I think it was that what it is 454.50 okay and if I click complete this transaction it now has recorded that against the client the only difference the only problem we now see is there's still recorded as partial payments the system is dumb most accounting programs are dumb it doesn't and it doesn't know that it's been received in full so once you've received full payments the only other step you've got to do is jump back in here you see the amount owing zero we receive payments in full so all we need to do now is to mark this invoices having been paid in full so we click this here Market is paid in full and now it's paid in full