How do I mark a cancelled invoice paid?

[KKL1]

I sent an invoice to a client and they came into the office and paid with cash. I didn’t know what to do at that point so I cancelled the invoice.  I need to know if I can then go in and change it to paid with cash? 
thanks! 

[TheRealChipA · Accepted solution]

@KKL1 First, you can’t un-cancel and invoice.  Once it is cancelled, you just have to key it in again.  Just be sure to let the customer know they will be getting a duplicate invoice they can ignore.  After you save the invoice, select it from the list.  Scroll down to the Payments section and click the Add Payment button.  Enter the information and save it.  That should take care of it!

Let me know if you have any other questions or issues.

[KKL1 · Accepted solution]

@TheRealChipA Thanks so much! 
I have another question. I have a client that has paid 3times but one of those times they paid with a different card- I had two of the same client (but I did not look at the activity on one acct, I did on the other and it had 2 of the 3 payments so I merged them- usually when I do that I can see all the payments, there’s still only two payments. I went to the date that I took the payment (under transfers, maybe?) and saw it there but it wasn’t attached to a person (or that person) but that’s where it goes. I’ve done everything I can think if to find it and put it under that client, but no luck. So that clients acct shows two transactions and it should say three- and it should be somewhere but I’m lost- I asked the virtual assistant in every different way I could think of and searched  doing the same thing- I’m stumped. Do you know how to find it and out it where it’s supposed to be? If I make another invoice (like you suggested before) will it add another payment since it was done thru the square? 

[TheRealChipA · Accepted solution]

@KKL1 First, you can’t un-cancel and invoice.  Once it is cancelled, you just have to key it in again.  Just be sure to let the customer know they will be getting a duplicate invoice they can ignore.  After you save the invoice, select it from the list.  Scroll down to the Payments section and click the Add Payment button.  Enter the information and save it.  That should take care of it!

Let me know if you have any other questions or issues.

[KKL1 · Accepted solution]

@TheRealChipA Thanks so much! 
I have another question. I have a client that has paid 3times but one of those times they paid with a different card- I had two of the same client (but I did not look at the activity on one acct, I did on the other and it had 2 of the 3 payments so I merged them- usually when I do that I can see all the payments, there’s still only two payments. I went to the date that I took the payment (under transfers, maybe?) and saw it there but it wasn’t attached to a person (or that person) but that’s where it goes. I’ve done everything I can think if to find it and put it under that client, but no luck. So that clients acct shows two transactions and it should say three- and it should be somewhere but I’m lost- I asked the virtual assistant in every different way I could think of and searched  doing the same thing- I’m stumped. Do you know how to find it and out it where it’s supposed to be? If I make another invoice (like you suggested before) will it add another payment since it was done thru the square? 

[TheRealChipA · Accepted solution]

@KKL1 Assuming that you can find the transaction you want to attach to the customer, there are two options.  Both start by finding the transaction in your transaction list, and clicking on it to open it up.

From there, click on the “…” in the upper right corner.  If the transaction is attached to another customer, you can select Edit Customer, then Remove from Transaction.

After that, OR if it was not attached to a customer, select Add customer from that same “…” menu.  Search for the customer, attach them, and save it all.

That should correct your problem, if I am understanding it correctly.  Let me know if you run into anything with that.

[KKL1]

Wow, you’re amazing- I think I’ve turned into my mother as far as technology goes. I really appreciate your help! 
kim

[KKL1]

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