Old Unpaid Invoices

Overview

The Old Unpaid Invoices bookkeeping data check page identifies invoices that were created for the customer some time ago but have still not been marked as paid in Xero.

By reviewing the list of old unpaid invoices that Xenon Connect flags up on this bookkeeping data check page, you are able to deal with the unpaid invoices appropriately.

There are various reasons why a customer invoice may be showing up as unpaid in Xero, including the following:

• The invoice was created in error
• The bank reconciliation process is not up to date and the customer payment has not yet been allocated to the invoice
• The customer payment has been incorrectly allocated to a different invoice/customer
• The customer payment has been incorrectly marked as a direct payment to a sales nominal account (rather than through the debtors ledger)
• An agreement has been reached with the customer to discount or write off the invoice, but no credit note has been created and matched against the original invoice
• The customer has just not paid yet

View Invoices in Xero

For each old unpaid invoice identified, you are able to click the View button after which you will be taken directly to the applicable invoice within your Xero account. This will allow you to investigate the item further.

Void Invoices

If you determine, after review, that a particular invoice has been created in error, it can be quickly removed from Xero by clicking the “Void” button within Xenon Connect.

Please note that invoices with payments or credit notes already allocated cannot be voided. In this circumstance you will need to unallocate the payment or credit note from the invoice first, before voiding the invoice.

Create Credit Note

If you have investigated an invoice and decide that you need to raise a credit note against it, then you can click the “Credit Note” button to create a credit note for the applicable customer in Xero.

Dismiss Item

If you decide that a particular invoice match is ok to be left as unpaid, then you can click the “Dismiss” button to hide the item and prevent that specific invoice appearing as an old unpaid invoice again.

Ignore Item for 30 Days

If an invoice shows up as old and unpaid, but you expect the customer to pay soon, you can click the “Ignore (30 days)” button which will hide the item for 30 days.

After 30 days, if the customer has still not paid the invoice, then the item will reappear in the list.

Show Dismissed Matches

You can recheck dismissed and ignored old unpaid invoices in Xenon Connect by enabling the “Show dismissed items” toggle.

This will allow you to add any dismissed or ignored items back to the main old unpaid invoice list, by clicking the “Add back to issue list” button.

Search Text Filter

Use the search box to filter the old unpaid invoice results in real time, based upon the text entered.

The results will also include any dismissed and ignored invoices.

Bulk Process Options

The following bulk actions can be taken by using the check boxes and Bulk Process Options drop down menu:

• Void invoices in Xero
• Dismiss invoices in Xenon Connect
• Ignore invoices for 30 days in Xenon Connect

Settings

Within the Old Customer Invoices section of the Settings page in Xenon Connect, the following preferences can be adjusted:

• Date of invoice is at least x days old – Use this setting to choose the minimum number of days since the invoice was created (based upon invoice date) to show up as an old unpaid invoice item (default value is 60 days)