Alec Young Once an Invoice is approved, you record each payment against it, mark its Items as collected, and send the Buyer a collection note or a copy of the paid Invoice.
This guide covers recording payments and refunds, marking Items as collected, collection notes, sending paid Invoices, and colour coding the Invoices list.
This guide has been rewritten to match the current Webtron Dashboard, including the new sidebar. It is a first draft, so wording and animations may still change.
Before you start
- Payments are made outside the Dashboard, by bank transfer to the details on the Invoice. You record them here once they arrive.
- Payments can only be added to Approved Invoices. On any other Invoice, + shows Cannot Add Payment: approve it first (see Generating, Sending and Printing Invoices).
- To find the Invoice, see Finding, Tracking and Annotating Invoices.
Recording a payment
Each step has a short animation of the screen. Select a part in the bar under an animation to hold it there, then select Play to carry on. The red outline marks what to select next.
Step 1: Entering the payment
- On the Approved Invoice’s row, select + under Paid Total.
- Leave Fully Paid ticked: the amount fills in.
- Choose the Payment Type (it has no default: Add Payment asks for one) and check the Received On date (today by default).
- Select Add Payment.
Step 2: Checking the balance
- A tick appears under Paid and the O/S Balance is 0.00.
Step 1: Entering the payment
- On the Approved Invoice’s row, select + under Paid Total.
- Untick Fully Paid and enter the amount received.
- Choose the Payment Type (it has no default: Add Payment asks for one) and check the Received On date (today by default).
- Select Add Payment.
Step 2: Checking the balance
- Paid Total and O/S Balance update with the amount still owing.
To record a refund, select − under Paid Total. It works the same way as adding a payment.
Once the Invoice is paid, send it to the Buyer again so it shows as paid on their My Invoices page (below).
Marking Items as collected
The Items column shows how many of an Invoice’s Items are collected, such as Collected 0/3. Tick Items one at a time as they are picked up, or mark the whole Invoice at once.
Step 1: Ticking the Items
- On the Invoice’s row, select Items.
- Tick Collected for each Item picked up. Each tick saves at once.
- The Collected count updates.
Step 1: Marking them collected
- On the Invoice’s row, select Mark Collected. It acts at once: there is no confirmation.
- Every Item on the Invoice is marked as collected.
To undo, select Items on the row and untick Collected for each Item.
Sending a collection note
A collection note shows that the Buyer has paid and can collect. It lists the Items, the Auction and the Invoice number, without amounts, bank details or totals. Send Collection Note only appears once an Invoice is fully paid.
Step 1: Sending the note
- On the fully paid Invoice’s row, select Send Collection Note.
- Select Confirm.
- A tick appears under Col.Note Sent.
To send several, tick the Invoices and select Send Collection Note in the bar above the list. Only fully paid Invoices get a note, even if others are ticked.
Sending a paid Invoice
A paid Invoice can be sent once it is Approved and fully paid. Send it to the Buyer, or to anyone else, such as the Vendor or your warehouse team.
Step 1: Sending it
- On the paid Invoice’s row, select Re-Send to Buyer.
- Select Send. The Buyer is emailed again.
Step 1: Sending it
- On the paid Invoice’s row, select Send Paid….
- Enter the email addresses, separated by commas.
- Select Confirm.
- The paid Invoice is emailed to them.
The Send Paid… dialog is marked [Do not use to send to Buyer]. Use Send To Buyer or Re-Send to Buyer instead. Send Paid… is also in the bar above the list, and only sends Invoices that are fully paid.
Send Paid… emails a link to the Invoice. Its wording can only be changed by Webtron: contact us through the Get in Touch page.
Colour coding the Invoices list
The O/S Balance and Collected cells can be coloured, so you can build your own system, such as chasing payments or tracking collection.
Step 1: Changing the colour
- Select an Invoice’s O/S Balance (or Collected) cell once to turn it red, twice for amber.
- Select it a third time for green. A fourth time clears it.
Good to know
An Invoice saved with a total of $0.00 counts as fully paid: Send Paid… and Send Collection Note become available on it straight away. Set the amounts on Invoices created from Line Items before you approve them: see Creating Invoices from Unsold and Credited Items.
If you edit an Invoice after sending a collection note, a new version is made. Send the new Invoice to the Buyer, then a new collection note.
FAQs
Only Invoices whose latest version is Approved can have payments added. Approve the Invoice first.
It only appears once the Invoice is fully paid. Record the remaining payment first.
Select Items on the Invoice’s row and untick Collected for each Item. Each untick saves at once.
Select − under Paid Total on the Invoice’s row and enter it as you would a payment.
Yes, with Send Paid… on the Invoice’s row. Enter their email address and select Confirm.