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Record a payment received outside Aiwyn

Maggie Shipley
Updated

This article applies to Aiwyn Practice.

The Accounts Receivable transactions ledger is available only to firms on Aiwyn Practice. If your firm uses Aiwyn Payments with an external practice management system, record the payment in that system. Aiwyn shows the change after your system next syncs.

Record a check or ACH payment (includes Wire Transfers) your client sent outside Aiwyn against the invoice it pays, so the invoice's balance goes down and the invoice shows as Paid once it's paid in full.

Before you start

  • You can open Invoices.
  • The invoice is on the Invoices list with an Outstanding balance. You can't create a payment on an invoice that's already paid in full.
  • The payment isn't already in Aiwyn. Payments made through a Quick Payment Link arrive unallocated, so check the Unallocated badge in Accounts Receivable first. If you find the payment there, follow Clear an invoice that still shows Overdue after the client paid instead.
  • You have the payment details: the amount, how the client paid, the bank account it went into, a reference such as the check number, and the dates it was received and deposited.
  • The payment is from one client. To record a payment that covers invoices for two clients, record a separate payment for each client.
  • You know which invoice the payment is for. If you don't, record it from Accounts Receivable instead. See Record and allocate payments.

Steps

  1. Select Invoices in the left sidebar.
  2. In Search, type the invoice number.
  3. Select the three-dot menu at the end of the invoice's row.
  4. Select Create Payment. The New Payment panel opens for the invoice's client, with Total payment amount set to the invoice's Outstanding amount and the invoice selected in Allocation. This records a payment you already received. It doesn't charge the client.
  5. In Payment method, select how the client paid, such as Check or ACH. It starts as Check.
  6. In Bank, select the bank account the payment was deposited into.
  7. In Reference, enter the check number or other reference from the payment.
  8. In Transaction date, enter the date you received the payment.
  9. In Deposit date, enter the date the payment was deposited.
  10. In Note, add an internal note if you need one.
  11. If the amount you received is different from the invoice's balance, change Total payment amount to the amount you received. The amount must be more than zero, and the amount allocated to an invoice can't be more than the invoice's balance or the payment's remaining amount.
  12. If the payment also covers other open invoices for this client, select them in the Allocation section. It lists the client's unpaid and partly paid invoices. Allocated amount and remaining update as you select.
  13. Select Save & Close.

When you save, the Invoices list refreshes. The invoice's Outstanding amount goes down by the amount allocated to it. When the payment covers the full balance, the invoice moves to the Paid tab.

Recording a payment that's already in Aiwyn adds a second payment. Check Accounts Receivable for an unallocated payment before you create a new one.

A payment that doesn't cover the whole balance doesn't change the invoice's status. The invoice keeps its Unpaid or Overdue status, and its Outstanding amount goes down. See Invoice status reference.

You can't delete a transaction. To correct a payment recorded against the wrong invoice or client, see Why AR transactions are corrected, not deleted.

To charge a client's card or bank account for them, don't use this guide. See Make a payment for client.

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