How to record a payment for an invoice in ReChive
How to mark a received or sent invoice as paid, record a foreign currency payment, and attach the receipt.
To record that an invoice has been paid in ReChive, open the invoice entry, click "Add an update" on its "Logs" tab, choose "Record the payment", select the "Payment date", and click "Save". The invoice is then marked as paid and leaves the "Payable invoices" or "Receivable invoices" card on the "Home" tab. Recording the payment does not change the status of the entry.
Recording payments on the invoice itself, instead of creating a separate entry, keeps the invoice, the proof of payment, and the receipt together, and gives you an accurate overview of what you still owe and what others still owe you.
Payable and receivable invoices
The "Home" tab of ReChive has two cards for unpaid invoices:
- "Payable invoices": the invoices your workspace has received and not yet paid.
- "Receivable invoices": the invoices your workspace has sent and not yet been paid for.
Both cards are sorted by due date, so the most urgent invoices are at the top. Once you record the payment of an invoice, it is removed from the card.
Recording the payment
- Open the invoice from the "Home" tab, the "Pending" list, or the "All entries" list.
- Go to the "Logs" tab and click "Add an update".
- Under "Take an action", choose "Record the payment". The form shows the "Paid amount" for a received invoice, or the "Received amount" for a sent invoice.
- Select the "Payment date", the date on which the money was paid or received.
- Optionally, add a note and attach the proof of payment, such as a bank transfer confirmation.
- Click "Save".
The payment is recorded for the full amount of the invoice. "Record the payment" is only offered while the invoice is unpaid.
Paying an invoice in a foreign currency
If the invoice is in a different currency than your workspace's main currency, the payment form also shows the current "Exchange rate" and asks for "The actual amount paid in" your workspace's currency, or "The actual amount received in" it for a sent invoice.
Enter the amount that actually left or arrived in your bank account. ReChive calculates the exchange rate from it and saves it with the payment, so the entry reflects the rate your bank really used rather than the rate on the date of issue.
Adding the receipt
After an invoice has been paid, the seller often sends a receipt. You don't need a separate receipt entry for it:
- Open the paid invoice and click "Add an update".
- Choose "Record the receipt".
- Attach the receipt file and click "Save".
Recording the receipt does not change the status of the entry either.
Completing the invoice
Recording the payment and the receipt does not mark the invoice as done, because some workflows have more steps, such as booking the invoice in your accounting. When nothing else has to be done, add one more update and choose "Completed". The invoice then leaves the "Pending" list.
Who can record payments
Recording a payment is an update, so it requires the permission to edit ReChive entries. A common setup is that one member saves the invoices, a manager approves them, and the person in charge of payments records the payments. See Manage the permissions of your workspace members.
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