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.

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).

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.

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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.

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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.