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Tracking Payment Status of Invoices

Article ID: 255
Last updated: 03 Jan, 2021
Revision: 1
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There are a few options for tracking invoice payment status. One option is very simple and meant to track paid or not paid, the others are a little bit more involved and allow you to enter check numbers and more.

The simple methods use a payment type of "Other" and the current date for the payment date.

The detailed method allows you to choose a payment method, payment date, and a payment #.

First, locate the invoices of interest:

  • By Invoice
    • Go to Pay -> Officials Invoices (or School/Team Invoices)
    • Click on the batch # for the invoice
  • By Official or School/Team
    • Go to the directory entry for the official (or School/Team)
    • Click on the "More..." menu,
    • Click on Invoices
  • By Current Payment Status
    • Go to Pay -> Officials Invoices (or School/Team Invoices),
    • Click on  for unpaid invoices or  for paid invoices

Simple Method from a Listing of Invoices

  1. Click the checkbox for the relevant invoice(s)
  2. Click  to mark the selected invoices as paid
    • or  to mark them as unpaid.
  3. In the popup window that appears, click the "Confirm" button.
  4. Click "Close & Reload" to refresh the main window in order to see the new status
    • The work was complete at step 4, but this allows you to see the effect

Simple Method from within a Single Invoice

  1. Once in the invoice, click on Quick Links -> Payments then
    •   to mark the current invoice as paid
    • or  to mark the current invoice as unpaid
  2. In the popup window that appears, click the "Confirm" button.
  3. Click "Close & Reload" to refresh the main window in order to see the new status
    • The work was complete at step 4, but this allows you to see the effect

Detailed Method from a Listing of Invoices

  1. Click the checkbox for the relevant invoice(s)
  2. Click 
  3. In the popup window that appears, enter the payment dates, payment methods, and payment/check #.
    • If editing payment status for multiple invoices, the top row is a "global" entry that, upon saving, will be applied to all rows below that do not have information provided for a given column.
      • Example: Use this to apply the same payment date for all payments, then enter different check #'s for each invoice.
    • You can mark an invoice as unpaid in this window if all fields are blanked for an invoice and there is no global entry in the top row (if applicable).
    • Click "Update Payment Data"

Detailed Method from a Listing of Invoices

  1. Once in the invoice, click on Quick Links -> Payments then 
  2. In the popup window that appears, enter the payment dates, payment methods, and payment/check #.
  3. Click "Update Payment Data"
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Invoice Reconciliation and Verification Functions       Entering Partial Payments for School/Team Invoices


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