When should I ask for the rest instead?

When the balance is above your company's Small write-off limit per invoice, easySales does not write it off. Ask the customer for the rest, or take it as a prompt-payment discount if you offered one.

Who can write off a small balance?

Someone with Invoice Edit set to All records and the Write off small payment differences permission in their role. Anyone who can record the payment can enter bank charges.

Is a short payment the same as a discount?

No. A short-payment write-off clears the balance without changing the price or the GST. A prompt-payment discount lowers the price, so it is a credit note that reduces the GST with it.

Handle bank charges and short payments

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A transfer loses a bank fee on the way, or a customer pays SGD 1,089.95 against SGD 1,090.00. If you leave those few dollars or cents open, the invoice stays Partial Paid, shows on your overdue list and appears on every statement. Settle the difference on the same receipt instead.

How to do it

Select Record payment on the invoice, and tick the invoices the money pays.
Keep Amount received at what the customer paid. If the bank kept a fee, type it in Bank charges; Net banked shows what reached your bank.
If the payment leaves a small balance, it appears under Small balances left. Tick it and choose Rounding or Short payment.
If the customer took an early-payment discount you offered, choose Prompt-payment discount instead: easySales issues a credit note for the balance.
Select Record payment. The invoice reads Paid.

Why it helps

A paid invoice drops off your overdue list and the customer’s ageing, so you stop chasing money that is not really owed. Bank charges are recorded as your cost, and Net banked matches the line on your bank statement. A small write-off leaves the GST on the invoice as it was, so the customer’s tax invoice still holds. Each difference shows who recorded it, and Payment differences (CSV) on the Invoices list’s ··· menu lists them all for your accountant.

Example

Lim & Co’s INV-10000350 to Harbour Café is SGD 1,000.00 plus GST of SGD 90.00: SGD 1,090.00.

A bank fee. The café pays SGD 1,090.00 and Lim & Co’s bank deducts SGD 12.00 for the incoming transfer, so SGD 1,078.00 arrives. Mei Tan enters Amount received 1,090.00 and Bank charges 12.00; Net banked reads 1,090.00 − 12.00 = 1,078.00. The invoice is Paid.
A few cents short. Another month, the café pays SGD 1,089.95. SGD 0.05 appears under Small balances left; Mei ticks it and chooses Rounding. The invoice is Paid, with SGD 0.05 written off.

Common questions

When should I ask for the rest instead? When the balance is above your company’s Small write-off limit per invoice, easySales does not write it off. Ask the customer for the rest, or take it as a prompt-payment discount if you offered one.
Who can write off a small balance? Someone with Invoice Edit set to All records and the Write off small payment differences permission in their role. Anyone who can record the payment can enter bank charges.
Is a short payment the same as a discount? No. A short-payment write-off clears the balance without changing the price or the GST. A prompt-payment discount lowers the price, so it is a credit note that reduces the GST with it.