When Customer pays an invoice externally eg. Bank transfer, EFT, this may cause a duplicate payment if the invoice is not reconciled in time or marked as Paid in Pencil.
You may encounter several scenarios when a customer pays an invoice outside of Pencil. The most common cases include the following:
- Your customer pays an invoice via bank transfer/EFT a day early, on the day or over the week but is on Auto-charge -> This will cause the customer to incur a duplicate charge. In this case, the customer is double-charged after making an external payment (ie. EFT, Bank transfer, etc.).
- The Invoice is due today, the customer paid the invoice today external to Pencil; but funds hasn’t cleared into the bank account until tomorrow – so they want to prevent a duplicate payment (for auto-charge) *Pencil will still see this as Unpaid and auto-charge will still run unless you mark the invoice as Paid.
To prevent these scenarios from happening, once a customer makes a payment to you outside of Pencil, you can then mark the Invoice as Paid manually in Pencil.
1. Log in to Pencil.
2. Go to Invoices
3. Search for the Invoice
4. Go to More Actions (...) -> Click on Pay
If you wish to mark several invoices as paid, you can Toggle ON the Add more Invoices feature.
Tick the other Invoice(s) you would like to mark as Paid.
In the next pop-up, click on the Mark the invoice as already Paid button.
