Introduction

On the AgriChain platform, there are three main invoice types:

1. Commodity Contract Invoices
2. Warehouse Fee Invoices
3. Freight Invoices

Against each invoice, payment records can be added to show whether an invoice has been Partially or Fully Paid.

To add a payment record to an invoice

1. Go to the 'Invoices' section from the left-hand navigation bar menu and select the 'Active' tab to access a list of your existing, generated invoices.
2. Identify the invoice line item you would like to add a payment record to.
3. There are two options to access the 'Add Payment' feature option.
   • Option 1: By going into the individual invoice itself, clicking on the 3-dot Action button, and selecting the 'Add Payment' feature option.
   • Option 2: Directly from the individual invoice line item itself, clicking on the 3-dot Action button, and selecting the 'Add Payment' feature option.
4. Once the 'Add Payment' feature option is selected, a window will appear on the right hand side of the page with the header title 'Add Payment: [Invoice Number]'.
5. Select and/or input the relevant details:
   • Amount Paid: Nominate whether the Full Amount of the Invoice ('Balance Amount Payable') OR Partial Amount of the Invoice ('Other amount') was paid.
   • Balance Amount Payable (if applicable): If selected, this will default to the Full Amount of the invoice.
   • Other amount (if applicable): If selected, manually enter the Partial Amount (e.g. AU$200) that was paid.
   • Payment Date: Select the date the Full or Partial Amount was paid on.
   • Payment Details: Input any additional payment details (e.g. comments)
   • ADD ATTACHMENT: Attach a copy of the remittance advice or proof of payment for your records.
6. Once done, click on the 'SAVE' payment to add your payment record to said invoice.

Common Questions

Can I add multiple payments to the same invoice?
Yes, you can add multiple payments to an invoice by repeating the steps outlined above for each payment record.

Is there a limit to the number of attachments I can upload with a payment?

While there is no specific limit, we recommend uploading relevant attachments only to ensure clarity and organised recordkeeping

Will the system notify me once the payment is successfully added to the invoice?

Yes, upon saving the payment, you will receive a confirmation message indicating that the payment has been successfully added to the invoice.

Can I edit or delete a payment after it has been added to an invoice?

Payment records cannot be edited. However, they can be voided (deleted).

To do so, repeat Steps 1-3 and go with Option 1.

From there, go into the 'INVOICE PAYMENTS' tab and identify the payment record line item you would like to void (delete).

Select the 3-dot Action button and select the 'Void' feature option.

Enter your reason for voiding the previous payment record and select the 'VOID' button to proceed.

The previous payment record will be voided and the Status and Amount of the Invoice will revert back to its original state and value, prior to the voided payment record.