An instalment is money received that is not, or not fully, allocated to the lines of an invoice: an overpayment, a partial payment, a payment on an invoice of 0 or a payment that has not been allocated. The page List of instalments brings them together so that you can handle them one by one. Ideally, it is empty.

In the left side menu, open Invoices then List of instalments. The four cards at the top total each situation; click a card or a chip to filter the list.

The list of instalments and its four situations

What does each situation mean?

• Overpayment (to be refunded): the member paid more than the invoice amount. Refund the difference or carry it forward to another invoice.
• Partial payment (still due): part of the invoice is paid, the rest is still expected. The invoice also appears in Open invoices & reminders and can be reminded for the balance.
• Paid on zero invoice (received): money arrived on an invoice whose amount is 0 (advance, duplicate payment…). Assign it or refund it.
• Payment to allocate (not allocated): the invoice is paid for the right amount, but the payment is not allocated to its lines. Nothing to refund: correct the allocation or write off the line.

The list All dates filters instalments by age (more than one year, more than two years…).

Each line shows the date, the debtor, the invoice and its group, the amount invoiced, the amount paid and the situation. At the end of the line:

• the folder button opens the Invoice file (timeline of payments and versions);
• the pencil opens the invoice to correct it. In the section Payment, use Return payment to record a refund (date, amount and method: transfer, cash, card…), Transfer payment to carry the amount forward to another open invoice of the family, or Merge invoices ;
• the red button Write off removes the line from the list.

Overpayments to refund or carry forward

Common examples

• Duplicate payment: a member paid the same invoice twice with their e-banking. The second payment appears as Overpayment: refund it with Return payment.
• Wrong invoice: a member used the QR-bill of their licence to pay their membership fee. The overpayment on the licence is transferred to the membership fee with Transfer payment.
• Incomplete payment: 399.00 paid on an invoice of 417.00. The invoice remains open for 18.00: send it again or create a reminder for the balance.

For a small amount that will never be claimed or refunded (for example a few cents, or an old time-barred overpayment), tick the line(s) and click Write off. Enter a reason: it is recorded in the file of each invoice. The invoice and the accounting are not changed; the line is simply removed from the list.

Written-off lines can still be consulted under the chip Written off, from where you can Put back in the list them. A written-off line also comes back by itself if its invoice changes.