It’s important to regularly review and address unpaid invoices in your club/organisation to ensure that all records are accurate and up-to-date. Follow the steps below to review and remove unpaid invoices that will not be paid, whether due to an error or for any other reason.


Reviewing unpaid invoices

The Finance view provides an overview of all invoices created within your club/organisation. You can also filter this view to see a list of all outstanding invoices.

To view unpaid invoices:

  1. Select Finance in the left-hand navigation pane, then select the Invoices tab.
  2. Set the date range, ideally from 1st January to 31st December of the relevant year.
  3. Click the Filters button, then select Unpaid as Status in the right-hand Filters pane. After that, click Search and close the Filters pane
  4. You will now see a list of unpaid invoices with no payment recorded or partially paid invoices. 


Note: In most cases, a partial payment indicates that a refund has been issued, but the invoice will still need to be manually closed.


Cancelling unpaid invoices

With no payment recorded (Paid amount 0)

  1. Cancel single invoice: 
    • Select the invoice number. 
    • Go to the three-dots icon next to Unpaid - View Invoice and select Cancel Invoice.
  2. Cancel multiple invoices at once:
    • Select the users whose invoices you want to cancel.
    • Select Edit in the upper-right corner, then Cancel Invoice.

With partial payment

  1. Select the invoice number.
  2. Go to the three-dots icon next to Unpaid - View Invoice and select Add Payment.
  3. In the Transaction type field, select Cancellation.
  4. Select the payer of this payment and provide an explanation of the cancellation.
  5. In the Amount field, enter the remaining amount so the invoice balance is set to zero.
  6. Select Submit payment. The invoice balance will be set to zero and removed from the list of unpaid invoices. 

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Keywords: finance, invoices, unpaid