Posting a Payment for an Invoice Not in the System (OOS Feature)

Use the Out-of-System (OOS) feature to post a payment against an invoice that does not exist in FactorCloud. It records the invoice and applies the payment without charging fees.

Step 1 – Open the unapplied payment

1 Payments · 2 Unapplied tab · 3 Click the transaction ID

1. Create or import the payment as usual. Then, in the left-hand menu, click Payments.
2. Make sure the Unapplied tab is selected.
3. Click the transaction ID of the payment to open it.

Step 2 – Create the OOS invoice

1 Create OOS

1. Click Create OOS in the top-right corner.

1 Client / Broker and Debtor · 2 Invoice # · 3 Amount · 4 Create

1. Select the Client / Broker and the Debtor.
2. Enter the Invoice #, and the Reference if you have one.
3. Enter the Amount. To post the entire payment to the client's reserves, enter the full payment amount. Check the Date and add Notes if needed.
4. Click Create. The OOS invoice is added to the payment.

The OOS invoice is not actually created until the payment is applied. The blade says so at the top. Until then, the OOS line stays on the payment. To remove it, click the trash icon next to it.

You can add several OOS invoices to one payment, and mix them with regular invoices.

Step 3 – Apply the payment

1 Type: Cash · 2 Payment amount · 3 Apply Payment

1. Leave the Type set to Cash.
2. The Payment field fills in with the OOS amount. Check that it is correct.
3. Check that Total Invoices Payment matches Payment Total – a warning appears if it does not – then click Apply Payment.

Check the invoices and amounts on the right before you click Apply Payment. A payment that includes an OOS invoice can only be withdrawn on the same day it was applied. It can't be returned later, because returns only cover regular invoices (see Why a Payment Can't Be Withdrawn or Returned). After that, correcting it takes a Manual Transaction on each affected client and a support ticket. Payments split with Apply & Split, or applied with the excess left as a credit, cannot be withdrawn at all.

Once applied, the funds for the OOS invoice show in the client's cash reserves.

A note on Apply & Split

Apply & Split splits the payment across invoices. A split payment cannot be withdrawn afterwards, so only use it when you are sure of the allocation.

Related articles

• How to Import Payments