Unapplied Invoice Payments

In most cases, ePayments received are automatically applied to an eInvoice and the eInvoice is closed. In some instances, payment exceptions - payments that don’t automatically apply to a Receivables invoice, will show up in the Bill.com Inbox and the payment will need to be manually processed.

Exception instances

Overpayment

Either the Paying company edits the amount of the eBill to more than the original amount, or the Receiving company edits the amount of the eInvoice to less than the original amount. When the eBill is paid, the payment is more than the original or edited amount.

Double Payment

The eInvoice is marked as Paid, but the Vendor pays the eBill, resulting in a double payment on the Receivables side.

ePayment Without an eBill

The Receivables company sends a PDF or paper bill, the Payables company processes it in Bill.com like a regular bill. The bill was never sent as an einvoice/ebill. Since the two companies are linked, when the Payables company pays the bill, the payment will be sent as an ePayment.

ePayment with Vendor Credits Applied

Receivables company sends an eInvoice to the Payables company. Payables company applies a Vendor Credit before paying the bill.

Connected vendor sends credit memo to their customer

The vendor sends a credit memo from their Bill.com account which the Payables account can turn into a vendor credit for the vendor.

Applying payment

There are multiple options when processing payments from the Inbox.

Create an Invoice

Enter the credit amount from the payment which will show as available when creating the invoice. credits on invoice - NEO

Accept the payment without applying it to an invoice.

  1. Click Apply Invoice Payment
  2. Click Submit
  3. Click Done
  4. Delete if desired, or save for a later invoice

Delete the payment if you have already recorded a manual payment to the invoice or it is a double payment.

  1. Click Apply Invoice Payment
  2. Click Delete

Note:

  • Deleting an unapplied payment from the inbox does not reverse the payment.
  • Once you delete an unapplied invoice payment from the Inbox, it cannot be recovered. You will need to record a manual payment to mark the corresponding invoice as paid.