Summary: This article will explain how to approve and pay a partial amount of an invoice (an amount less than the total) from the Accounting -> Approve Invoices screen.
- Approve only a portion of a total balance due for a specific invoice
When Vantaca expenses an invoice, that invoice is expensed for the amount of the Invoice Total. With this in mind, there are two likely scenarios in which you would need to Approve an invoice for less than the Invoice Total:
- The amount of the invoice was incorrect, or the Association intends to only pay a portion.
The invoice WILL be paid in full, but we are only paying a portion of it now.
Scenario 1: The amount of the invoice was incorrect, or the Association intends to only pay a portion.
In order to pay just part of an Invoice because the total is wrong, or work is not completed, or for other reasons, navigate to the Accounting > Approve Invoices screen. From this screen, you can adjust the invoice itself and approve the invoice at the same time.
Find the Invoice you wish to adjust, and enter the updated amount to be paid in both the Approve Amt and Total fields. The GL Total and Invoice Total must match, so don't forget to change the GL Amount by clicking on the dropdown arrow next to the Provider Name, and filling in the same dollar amount.
Finally, approve the full amount of the invoice by selecting it and clicking the Approve Selected Invoices button to complete this step.
Scenario 2: The invoice WILL be paid in full, but we are only paying a portion of it now.
In order to pay part of an Invoice now, and pay the rest later:
- Navigate to Accounting > Approve Invoices
- Change the Approve Amt to what should be paid now.
- Don't change the Total Amount or GL amounts (They must match).
- Select the check box next to the invoice and click Approve Selected Invoices to complete the process.
Alternatively, you can Select the invoice, and use the Approve Partial Amount button and enter the partial approval. This will work, but is slower and a less efficient way to complete this task.
Frequenty Asked Questions
What happens to the invoice once I have paid part of the total?
Once you have made a partial payment, the invoice action item will automatically move back to the Approve Invoice step. The system now assumes that you intend to pay the rest of the invoice, and will await further approval
At this point, the Expense GL(s) will be written, the amount paid will be written to the appropriate bank account, and the amount remaining to be paid will be in Accounts Payable GL set up in your Association > Settings.
You can continue to approve partial amounts until the Invoice Total has been met. Once the final payment has been made, the invoice will move to the Paid step and close.
I made a partial payment on an invoice, but I do not need to pay the rest, what do I do?
As we discussed earlier, an Invoice will always expense for the full amount of the Invoice Total. Since the partial payment is tied to the invoice, you cannot simply "void" the rest of the expense. It is all or nothing.
To correct this, Void the Payment, and the invoice, from the Accounting > Bank Register. This will remove the expense from your financials, and the invoice from the queue.
Next, navigate to Accounting > Reconciliation and create a Post Expense with the same information from the partial payment. Be sure to include:
- Correct bank account
- Necessary expense GLs
- Check information