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Invoice status and credit notes
Each invoice shows where it stands with one or more badges. Invunion sets them for you. They change each time a payment or a credit note is matched or removed.
Invoice status
| Badge | Meaning |
|---|---|
| Unpaid | No money received yet. |
| Partially paid | Part of the amount was paid. The rest is in Amount due. |
| Paid | Nothing is due anymore. |
| Overdue · 12 days | The due date has passed and something is still due. The number says how many days late. |
| Cancelled | The invoice was cancelled. It can no longer be matched. |
| Credit applied | A credit note covers part or all of it. |
| Credit note sent | A credit note was issued from this invoice. |
| Refunded, Partially refunded | Money was paid back to the customer. |
An invoice can show several badges at once, one under the other. For example Partially paid and Overdue · 5 days.
When an invoice is overdue, the red badge replaces Unpaid.
Paid means paid in cash
The first badge only counts money received. A credit note does not count as a payment.
So an invoice covered only by a credit note shows Unpaid and Credit applied. The Settled column, on the other hand, counts both money and credit notes.
An example
You send an invoice of 1,000 EUR, due on 30 September. It starts as Unpaid.
- On 20 September, the customer pays 600 EUR. The invoice becomes Partially paid. Amount due shows 400.
- On 3 October, 400 EUR is still due. A red badge appears: Overdue · 3 days.
- On 5 October, the customer pays the 400 EUR. The invoice becomes Paid. Amount due shows 0.
When is an invoice overdue?
An invoice is overdue the day after its due date, if something is still due. There is no grace period.
When the invoice has several installments, Invunion looks at the due date of the next installment still open.
Paid and cancelled invoices are never overdue. Credit notes are never overdue.
Filters on status
The Status filter of the list has all the badges above. Unmatched shows the documents with nothing settled yet.
Credit notes
A credit note gives money back to the customer, or cancels all or part of an invoice. It shows one badge:
| Badge | Meaning |
|---|---|
| Available | Not used yet. The customer can use it on another invoice. |
| Partially applied | Part of it was used on an invoice. |
| Applied | All of it was used on invoices. |
| Partially refunded, Refunded | You paid it back to the customer by bank transfer. |
| Applied and refunded | Part was used on an invoice, part was paid back. |
| Invoice cancelled | It cancelled the invoice it was made from. |
| Cancelled | The credit note itself was cancelled. |
A credit note can be used in two ways:
- Applied to an invoice: in the invoice panel, select Apply a credit note…. The invoice and the credit note must be in the same currency.
- Refunded: you send the money back. Invunion matches the outgoing bank transaction to the credit note. In the credit note panel, these transactions are listed under Refunds.
An example
Kappa Retail returns goods worth 200 EUR. You issue a credit note of 200 EUR. It shows Available.
- Kappa Retail has an open invoice of 500 EUR. You apply the credit note to it. The credit note becomes Applied.
- The invoice shows Unpaid and Credit applied. Amount due shows 300.
- Kappa Retail pays 300 EUR. The invoice becomes Paid.
Customer wallet
The customer wallet is the money a customer can still use, in one currency:
- the credit notes not used yet, and
- the payments not matched to any invoice yet, for example when the customer paid too much.
You can see it on the Overview page of the counterparty.
When you add an invoice for this customer, the Customer wallet box shows the Invoice total, the Wallet applied and the Net amount due. Depending on how your Entity is set up, Invunion applies the credit to the new invoice by itself, or lets you apply it.
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