Clear an invoice that still shows Overdue after the client paid

This article applies to Aiwyn Practice. The Accounts Receivable transactions ledger is available only to firms on Aiwyn Practice.

Find out why an invoice still reads Overdue after the client paid, and fix the payment record so the invoice reads Paid and the client's balance is correct.

Before you start

• An invoice reads Paid only when payments allocated to it cover its full balance. A payment that is recorded but not allocated to the invoice doesn't change it. See How an invoice becomes paid or overdue.
• You can open Accounts Receivable in the left sidebar. You need the View the Billing module, View the Payments module, and View payments permissions to record and allocate payments.
• You have the invoice number and what the client told you about the payment: the amount, the date, how they paid, and any reference such as a check number.
• If your firm uses Aiwyn Payments with an external practice management system, record and allocate the payment in that system. The invoice shows as Paid in Aiwyn when the invoice in the practice management system has a payment allocated to it.

Steps

Find the invoice and the payment

1. Select Invoices in the left sidebar.
2. In Search, type the invoice number.
3. Note the invoice's Outstanding amount. This is the balance still owed.
4. Select Accounts Receivable in the left sidebar. The Transactions tab opens.
5. Set the start date and end date so the range includes the date the client paid.
6. In Search, type the client name, or the check number or other reference the client gave you.
7. If no matching payment appears, select the Unallocated badge and look for a payment with the same amount. Payments that aren't matched to an invoice appear here, including payments made through a Quick Payment Link.
8. Compare what you found with these cases, and follow the matching procedure below.
   • No payment matches: follow "No payment is recorded".
   • The payment's Allocation dot is empty: follow "The payment is recorded but not allocated".
   • The dot is yellow, or the dot is filled green but the invoice still has an Outstanding balance: follow "The payment is partly allocated or applied elsewhere".
   • The payment is allocated to the invoice but was less than its balance: follow "The payment was less than the balance".
   • The payment shows Pending or Reversed: follow "The payment hasn't settled or was reversed".

No payment is recorded

The client paid outside Aiwyn, for example by check, ACH or wire, and the payment hasn't been recorded yet.

1. On the Transactions tab, select the chevron (▾) on the right side of New transaction.
2. Select Payment....
3. In Client, type and select the client. Their open invoices appear in the Allocation section.
4. Enter the payment details, ending with Total payment amount. For what each field needs, see Record and allocate payments.
5. In the Allocation section, select the overdue invoice. Allocated amount and remaining update as you select.
6. Select Save & Close.

The payment is recorded but not allocated

The payment is in Aiwyn but isn't matched to an invoice, so the invoice keeps its balance. Payments made through a Quick Payment Link arrive this way.

1. Select the payment's row. The Transaction details panel opens.
2. If the payment isn't linked to the client yet, reapply it to the client's record.
3. Next to Allocation, select the Edit allocations (pencil) icon.
4. Select the overdue invoice and enter the amount to apply.
5. Select Save changes.
6. Select All to clear the Unallocated filter.

The payment is partly allocated or applied elsewhere

A yellow Allocation dot means part of the payment is still unallocated. A filled green dot means the whole payment is applied, so if the overdue invoice still has a balance, the payment went to a different invoice or item.

1. Select the payment's row. The Transaction details panel opens and shows its current allocation.
2. Next to Allocation, select the Edit allocations (pencil) icon.
3. If part of the payment is unallocated, select the overdue invoice and enter the amount to apply.
4. If the payment is applied to the wrong invoice, remove that invoice from the allocation, then select the overdue invoice and enter the amount to apply.
5. Select Save changes.

The payment was less than the balance

A partially paid invoice remains Unpaid. If its due date has been reached or passed, it shows as Overdue while any balance remains.

1. Compare the payment amount with the invoice's Outstanding amount.
2. If the client still owes the rest, follow up with them for the remaining balance.
3. If the rest won't be collected, record a Write-off... against the invoice. See Record adjustments, memos and write-offs.