Invoice Manual Reconciliation

From the the SENT Tab in MY INVOICES, you can monitor the status of all the invoices that you have sent to the EMP.
Once an Invoice has been sent to the EMP, Hubject Financial Services will track the status of the invoice payment and keep it up to date once payment has been received. Nevertheless, you are also able to manually change the status of invoices as follows:

- Change from posted to paid 
- Change from posted to partially paid
- Change from posted to unpaid

This is an option for CPOs when, for whatever reason/edge case, EMP didn't pay to Hubject as instructed in the invoice but somehow ended up paying to you directly. In these cases, Hubject cannot automatically reconcile the invoice status, due to not receiving the payment, and you as CPO will need to manually change the status of the invoice. 

This process is supported since some invoices might be paid outside the system (fully or partially), and we still want you to be able to track the status of all invoices correctly. 

Note: These externally reconciled amounts will not be subject to HFS transactional fees. Please always notify Hubject Financial Services via finance@hubject-fs.com when you have manually reconciled an invoice due to a full/partial direct payment of EMP to your accounts instead of HFS.

The invoice manual reconciliation is also useful when, for whichever reason or edge case, CPO is aware the EMP will not be paying the invoice. The invoice status can then be reconciled to UNPAID to keep all records up to date.

HOW TO MANUALLY RECONCILE INVOICES:

1. CHANGE INVOICE STATUS TO PAID 

   Hovering on the table item you can see the quick action called change status, this will open a dialog in which need to select to which status you wish to change the Invoice, the payment date, the amount paid and eventually leave a note for internal documentation. 

   

   You can also trigger this same dialog from hovering and clicking on an invoice line and selecting Change Status on top. Then select Paid status to change the Invoice (this automatically will specify the full amount of invoice as paid), the payment date, and eventually leave a note for internal documentation (EMP is not notified of any of this).

    

   

   You can then confirm the change of invoice status by clicking on "Yes, change status".

   NOTE: Only move invoices to PAID if they have been FULLY paid. If you move Invoices to PAID that have actually been partially paid, there may be discrepancies down the line.

    

2. CHANGE INVOICE STATUS TO PARTIALLY PAID 

   Hovering on the table item you can see the quick action called change status, this will open a dialog in which need to select to which status you wish to change the Invoice, the payment date, the amount paid and eventually leave a note for internal documentation (EMP is not notified of any of this).

   

   You can also trigger this same dialog from hovering and clicking on an invoice line and selecting Change Status on top. Then select Partially Paid status to change the Invoice, the payment date, the partial amount paid and eventually leave a note for internal documentation

   

   

   You can then confirm the change of invoice status by clicking on "Yes, change status".

   NOTE: Only move invoices to PARTIALLY PAID if they have NOT BEEN FULLY paid. If you move Invoices to PARTIALLY PAID that have actually been partially paid, there may be discrepancies down the line.

    

3. CHANGE INVOICE STATUS TO UNPAID

   If an Invoice is never going to be paid and you would like to “archive” it, you can change its status to UNPAID.
   
   You can trigger the same change status dialog by hovering on the line item and select the change status function, or by opening the Invoice and triggering the change status button in the invoice. Please also give any reasons for closing the invoice. 

   

   You can then confirm the change of invoice status by clicking on "Yes, change status".
   
   WARNING: Keep in mind when changing status of an invoice to UNPAID, this cannot be reversed!