In Congressus Manager you will receive a notification when there are still outstanding invoices from previous years.
The following steps will help you process outstanding invoices:
Did you receive a payment?
Please check whether you have received payment for outstanding invoices in the past.
The correct amount has been paid
Process the payment - find the invoice and click "Process Payment" in the top right corner. Once the invoice is paid in full, it will be marked "Paid."
Process bulk payments - You can also process payments in bulk . In the invoice overview, select "Bulk actions > Process payment" in the top right corner.
Negative outstanding amount
If an invoice has been paid more than once or in excess, you must refund the overpaid amount. You will then process a negative payment for the invoice in question.
Outstanding credit invoice
For credit notes, it's important to offset them against the original invoice. If you can't offset the credit note or if there's still an outstanding amount after offsetting, you should refund the outstanding amount. Then, process the negative payment against the relevant invoice.
Refund via Mollie - You can issue a refund from the Mollie dashboard if the original invoice was paid via iDeal. The refunded amount will be automatically processed with the credit note. If there is no credit note, we will credit the payment to the original invoice.
Didn't receive payment?
If you have not received payment, as an association you can decide what to do with the outstanding invoice.
I still want the invoice to be paid
Invoice reminder - you can send a reminder with a request to pay.
Bulk invoice reminders - You can also send bulk reminders to invoices . In the invoice overview, select "Bulk actions > Send reminders" in the top right corner.
Outsourcing to a debt collection agency - if you have already sent three reminders/requests for payment of the invoice, you can consider transferring the invoice to a debt collection agency.
I no longer expect payment for the invoice
If you no longer expect payment, it's important to properly record this in your records. You can do this in two ways:
Create a credit note - You can create and send a credit note. After sending it, you can offset the credit note against the original invoice.
Mark as uncollectible - Is the invoice very old and you don't expect payment? Then you can mark it as uncollectible.
Bulk actions - You can also credit invoices in bulk or mark them as uncollectible. In the invoice overview, select "Bulk actions" in the top right corner and click the desired option.