Partial payments and the partial status

A partial payment occurs when a customer pays part of an invoice's total amount, leaving a balance still due. An invoice with a partial payment enters the Partial status, signaling that payment is in progress and more money is expected.

What is the Partial status?

When an invoice has received one or more payments but the total paid is less than the invoice amount, the invoice is marked as Partial. This status indicates:

• The customer has paid some of the amount.
• The customer still owes the remaining balance.
• The invoice is not yet fully settled.

Partial payments on an existing invoice

1. Go to Invoices list. Open in Usystems

2. Find and open the invoice.

3. In the Payments section, click Add Payment (or + Payment).

4. Enter the payment details:

   • Payment Date
   • Payment Method
   • Account (where the money is received)
   • Amount (a partial amount; the system will prevent you from entering more than the balance due)

5. Click Save to record the payment.

6. The invoice's Balance Due decreases, but remains greater than zero.

7. The invoice status changes to (or remains) Partial.

8. When the customer pays the remaining balance later, add another payment entry. The invoice will then move to Paid status.

Recording partial payments at invoice creation

If you collect part of the payment at the time you create the invoice, add an initial payment row before saving. The invoice will be created in Partial status if the initial payment is less than the invoice total.

Accounting impact

With each partial payment:

• The Cash or Bank account is debited with the payment amount.
• The Accounts Receivable account is credited with the payment amount (reducing the customer's debt).
• The invoice's remaining balance is carried forward on the books as an outstanding receivable.

Tips & common mistakes

• Partial status is temporary. It indicates work-in-progress, not a problem.
• Track outstanding balances. Monitor partial invoices to ensure customers eventually pay the full amount.
• Payment reminders. Consider sending reminders for invoices in Partial status, especially if the due date has passed.
• Multiple partial payments. You can record as many partial payments as needed until the balance is fully paid.
• Invoice reports. Most aging and receivables reports will show partial invoices separately, helping you track overdue amounts.