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
Create or import the payment as usual, then from Payments › Unapplied click the transaction ID to open it.
Step 2 – Create the OOS invoice
- Click Create OOS in the top-right corner.
- Complete the fields: Client / Broker, Debtor, Invoice #, Reference, Amount, Date and Notes.
- 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. If you close without applying, nothing is saved.
You can add several OOS invoices to one payment, and mix them with regular invoices.
Step 3 – Apply the payment
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. Once a payment is applied it can only be withdrawn on the same day. 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 Payments split with Apply & Split, or applied with the excess left as a credit, cannot be withdrawn at all.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 A split payment cannot be withdrawn afterwards, so only use it when you are sure of the allocation.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