# Layby Invoices

##### Work Procedure (Structured Step-by-Step)

- Genre: Accounting System / Lay-by Invoice Workflow

1. Invoice Creation and Lay-by Designation

- - ① In the main system, open/create the invoice.
    - ② Navigate to the Action tab.
    - ③ Tick the “Lay-by” checkbox to designate the invoice as a lay-by invoice.
    - ④ Process/save the invoice; the system will mark it as lay-by and display a lay-by icon in the invoice column.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/scaled-1680-/C99image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/C99image.png)

2\. Payment Allocation

1. - ① When the client makes payments, go to Debtors Allocations.
    - ② Locate the outstanding amounts on debit lines.
    - ③ Allocate each payment to the corresponding lay-by invoice (identified by the lay-by icon).
    - ④ Continue allocating until the lay-by invoice is fully allocated (paid off).

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/scaled-1680-/RNYimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/RNYimage.png)

1. Notification Setup and Dispatch
    
    
    - ① In User Setup, specify the staff member(s) to receive “lay-by fully paid” emails.
    - ② Ensure the notification option for lay-by payoff is enabled for the designated user(s).
    - ③ Upon full allocation, verify that the system sends an email to the specified staff member indicating the invoice has been fully paid by the client.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/scaled-1680-/LUcimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/LUcimage.png)

Standard email sent to users who have Layby paid off notification tick on

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/scaled-1680-/vvaimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/vvaimage.png)

---

##### Key Points (Techniques / Precautions)

- Dangers:
    
    
    - Misallocating payments to non-lay-by invoices can cause reconciliation errors.
- NG examples:
    
    
    - Creating an invoice but failing to tick the lay-by checkbox.
    - Allocating payments without verifying the lay-by icon in the invoice column.
- Tips:
    
    
    - Use the lay-by icon as a visual confirmation before allocating payments.
    - Keep a running check of outstanding debit lines to ensure the correct invoice is targeted.
- Common failures and reasons:
    
    
    - No email notification sent: user setup for lay-by payoff emails not configured or disabled.
    - Invoice not treated as lay-by: Action tab checkbox not ticked at creation/processing.

---

##### Trouble Cases & Countermeasures

- Case: Payments allocated to the wrong invoice.
    
    
    - Countermeasure: Reverse or reallocate the payment in Debtors Allocations and confirm the lay-by icon before reallocation.
- Case: Lay-by invoice not showing icon.
    
    
    - Countermeasure: Edit the invoice, confirm the lay-by checkbox is ticked in the Action tab, then save/process again.
- Case: Staff did not receive payoff email.
    
    
    - Countermeasure: Verify User Setup for the intended recipient; ensure “lay-by fully paid” notification is enabled and email address is correct.
- Case: Invoice not marked as fully allocated despite payments.
    
    
    - Countermeasure: Reconcile allocations; check for partial payments or unapplied amounts on debit lines and allocate remaining balances.