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832 votes
Hi everyone, we appreciate wanting to hear from us on this idea and apologies for not commenting sooner. I can assure you this has not gone unnoticed and internally there have been reviews and discussions for how batch payments can be improved. We have the appetite, but as with all developments this must be weighed up and considered against many other important changes needed in product.
We want to be upfront that developing the ability to include Credit notes in Batch payments has not been planned at this stage.
As some may have seen, we do have work going on around being able to include Credit Notes as part of the reconciliation process. We understand for many on this idea the timing of including credit notes when you’re creating the batch payments is crucial, however we hope that when delivered at least being able to reconcile these more efficiently…
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Anthony Haworth
commented
Just thought I would share with others on here, the other way of taking credits that we have to do, because allocating the credit to random invoices and how that appears on the remittance has caused us lots of issues with suppliers, also sometimes we get a massive credit and are unable to allocate it to a single invoice. Applying it to several is messy and confusing for the suppliers.
1. On Bill payments we runs the batch we want to pay and export that to Excel. When you do this we some times find that in this process invoices or credits can be duplicated so you need to check. When we have our batch of invoices and credits, we edit/delete columns we don't need and make this our remittance. Pay off all the invoices as normal in that batch leaving the credits.
2. Credits, From the remit, I go to each credit individually as you would if allocating the credit, but instead of allocating the credit to an in invoice, we pay the credit off in the "Make a Payment" section underneath the credit detail. We complete the 4 fields, "Amount Paid", "Date" , "Paid From" and "Reference", this pays the credit off and then becomes available to allocate to one the payment has been made.
3. Pay all the credits in this manner using the same reference for each one and the batch payment of the invoices. When allocating the payment search the Ref you used in "Find and Match" making sure you have "show received items" ticked. This will then bring up all your credits paid and the batch invoices too. Select all of these and that should match your payment.
We have to do this for a big suppliers as allocating 30-50 credit notes to random invoices does not work with the remittance and ends up causing issues. The Excel sheet becomes the remit for them to work from.
I wouldn't say this saves time. But if you are dealing with bigger batches of invoices and credits, it may be better if you are find your suppliers are having issues. Its a work round I wish we did not need.
An error occurred while saving the comment Anthony Haworth
commented
This has to be a critical implementation, our business works in retail and deal with a huge amount of credit notes. For some off our suppliers 40/50 a month and it takes so much time to either apply the credits to an invoice (which is confusing for the supplier on the remit) or to individually take each invoice and apply it to the payment after. Honestly its the worst aspect of Xero, any other accounts software i have used you could pay Credits and Invoices in the same batch. If you are aiming to keep scaling Xero up for bigger businesses this has to be a key change and as it is it probably works fine for self employed or small businesses, who dont handle the volume of invoices and credits of larger businesses. I cant stress how much time we spend dealing with credits when it comes to making payments!
An error occurred while saving the comment Anthony Haworth
commented
Yes Please, you have no idea how much hassle this causes having either to apply credits to Invoices or paying them off. We have suppliers who send us Hundreds of invoices and credit per month and it is the main problem we have with Xero. Please look at Sage and how its handled there. If you could pay Credits with invoices with having to apply them or play them it would save us Hours a week.
Anthony Haworth
supported this idea
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1,178 votes
Hi community, we acknowledge the strong feelings in this idea and why you need a feature to flag bills directly within Xero. We really appreciate all your feedback and the detailed explanations of how this would help streamline your accounts payable.
We are dedicated to providing a solution for this over the longer term, but this will take some time requiring changes that sit beneath the face of bills.
In lieu of a direct feature for this we wanted to highlight some of the options discussed by the community here:
- Add a note to the bill: A detailed note on the bill itself can serve as a clear internal reminder of the dispute.
- Utilise tracking categories: Creating a specific tracking category like "Disputed Bills" can help you filter and report on these items.
- Adjust the due date: Temporarily extending the due date can prevent accidental payment while the dispute is…
Anthony Haworth
supported this idea
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Following on from the many responses below. As a retail company we are running two large Xero accounts, were we are received 1000s up 1000s of invoices and hundreds of credits each month. Individually applying each credit note either to a random invoices are marking it as taken each pay run consumes so many man hours. Add to that is such a monotonous and drawn out process you can easily make mistakes. Please make this a priority to implement the ability to pay a credit along with invoices. It feels like it should be such a simple thing to implement?