Tracking Payment Status of Invoices

There are a few options for manually tracking invoice payment status. One option is very simple and meant to track paid or not paid, the others are a little bit more involved and allow you to enter check numbers and more. Note, this is NOT used when using our Direct Deposit or other automated payment function. This is only meant to be used to track payments made outside of Reftown.

The simple methods use a payment type of "Other" and the current date for the payment date.

The detailed method allows you to choose a payment method, payment date, and a payment #.

First, locate the invoices of interest (not, not all methods are available to school/team administrators):

• By Invoice
  • Go to Pay -> Officials Invoices (or School/Team Invoices)
  • Click on the batch # where the invoice is located
• By Official or School/Team
  • Go to the directory entry for the official (or School/Team)
  • Click on the "More..." menu,
  • Click on Invoices
• By Current Payment Status
  • Go to Pay -> Officials Invoices (or School/Team Invoices),
  • Use the "Invoice Search" form to filter by payment status

Simple Method from a Listing of Invoices

1. Click the checkbox for the relevant invoice(s)
2. Click  to mark the selected invoices as paid
   • or  to mark them as unpaid.
3. In the popup window that appears, click the "Confirm" button.
4. Click "Close & Reload" to refresh the main window in order to see the new status
   • The work was complete at step 4, but this allows you to see the effect

Simple Method from within a Single Invoice

1. Once in the invoice, click on Quick Links -> Payments then
   •   to mark the current invoice as paid
   • or  to mark the current invoice as unpaid
2. In the popup window that appears, click the "Confirm" button.
3. Click "Close & Reload" to refresh the main window in order to see the new status
   • The work was complete at step 4, but this allows you to see the effect

Detailed Method from a Listing of Invoices

1. Click the checkbox for the relevant invoice(s)
2. Click 
3. In the popup window that appears, enter the payment dates, payment methods, and payment/check #.
   • If editing payment status for multiple invoices, the top row is a "global" entry that, upon saving, will be applied to all rows below that do not have information provided for a given column.
     • Example: Use this to apply the same payment date for all payments, then enter different check #'s for each invoice.
   • You can mark an invoice as unpaid in this window if all fields are blanked for an invoice and there is no global entry in the top row (if applicable).
   • Click "Update Payment Data"

Detailed Method from a Listing of Invoices

1. Once in the invoice, click on Quick Links -> Payments then 
2. In the popup window that appears, enter the payment dates, payment methods, and payment/check #.
3. Click "Update Payment Data"