How do I mark Invoices as Paid in Vinosmith?

To mark an invoice as Paid:

Note: An order must be confirmed before you can mark it as paid

1. Navigate to the order you wish to mark as paid by clicking the red Order ID link

2. Next to the Invoice button, click the grey, More Options dropdown on the right-hand side. Note:  an invoice must be confirmed for this menu to be present

3. Select Payments from this menu

4. Record the payment amount, and click the blue Save button.

Batch Mode:

You can upload a CSV file of multiple invoices and mark them as paid in a batch. The process involves 2 steps:

1. Uploading the batch file

2. Reviewing the upload and batch marking invoices as Paid.

STEP 1: Upload a Batch File

1. Click on the Orders tab

2. In the left column under Account Receivable, click the red Manage link

3. Under Invoices in the middle of the screen, click on the Payments: Applied tab

4. On the left-hand side, under CSV click the red Manage Import Payment Batches link

5. On the next page, on the left-hand side, under Uploads, click the red Upload New Batch link

6. The next page provides instructions on how to build a .CSV of .xlsx file representing your paid invoices

7. Build your file as directed and save.  Invoice, Paid Date, and Amount are required. Account Code is optional

8. Select the appropriate supplier from the dropdown, choose your file, and click the blue Import button

Note: Only one supplier at a time can be imported. The CSV file should contain only invoices for that supplier.

The import file is expected to have the following columns (this header row is expected, so your data should start at row 2)

A   –   Invoice Number
B   –   Paid Date -The date value is formatted as "04/01/2013" (MM/DD/YYYY). Please note the 4-digit year.
C   –   Amount
D   –   Account Code
E   –   Payment Reference
F   –   Notes

The Account Code column is optional.

STEP 2: Review and Mark as Paid

1. The next page will show you the uploads from your file. Red highlights indicate payments amounts that do not exactly match the invoice a yellow alert box will indicate if an invoice is not in Vinosmith

2. Check the boxes next to the payments you wish to upload and click the blue Apply Selected Payments button to finish importing.

NOTE: Vinosmith can read payments from Quickbooks. Please contact help@vinosmith.com to discuss enabling this feature for you.

To Apply Multiple Payments at the same time, please see this article -- Batch Apply Payments.