Mark a bill paid
Record that you paid a supplier, with the date, the method and the amount, and how to undo it.
Todah keeps track of what you owe; you pay suppliers the way you always do (online banking, cheque, card, e-Transfer). Then you tell Todah about the payment, so the bill stops showing as owed and your records show when and how it was paid.
Way 1: Mark Paid on the list
- In the menu on the left, choose Bills.
- Find the bill. The Unpaid tab shows only bills you still owe money on.
- On its row, choose Mark Paid. A window titled Mark Bill Paid opens. At the top it shows the bill's Total, how much is Paid so far, the Balance and its status.
- Check Amount. It starts at the full balance. Leave it to pay the bill in full, or type a smaller amount for a part payment.
- Check Payment Date. It starts at today; change it to the day the money actually left your account.
- Under Method, choose how you paid, for example Cheque or e-Transfer.
- Under Reference, type the cheque number or confirmation number if you have one (optional).
- Choose Record Payment. If you paid the whole balance, the message "Bill paid" appears and the status changes to Paid. If you paid part of it, the message says how much is still owing and the status changes to Partially Paid.
What each box means
| Amount | How much you paid this time, in dollars. It cannot be more than the balance still owing. |
|---|---|
| Payment Date | The day you paid. It is kept with the payment and shown in the bill's history. |
| Method | How you paid: e-Transfer, Cheque, Credit card, Debit, Cash, Online banking, Pre-authorized debit or Other. Not recorded leaves it blank. |
| Reference | Anything that identifies the payment: a cheque number, an e-Transfer confirmation. Optional. |
| History | Every payment recorded on this bill, with its amount, date, method and reference. |
Way 2: match it to the payment in Banking
If your bank is connected or you imported a statement (Banking is for owners and admins), find the withdrawal that paid the bill and choose Match. Withdrawals are offered your unpaid bills, closest amount first. Matching records a payment on the bill for the bank line's amount (up to what the bill still owes) and date, with the method Bank. A withdrawal for the full balance makes the bill Paid; a smaller one makes it Partially Paid; anything over the balance stays on the bank line to match to something else. Your bank and your books then agree.
Good to know: Use one way or the other for each payment, not both. A bill you already marked paid by hand is not offered for matching. If its money later shows up in Banking, an owner or admin chooses Mark Unpaid on the bill (or removes that payment with the × in its History), then matches the bank line, so the payment is counted once.
One payment that covered several bills: use Split Match on the bank line and tick each bill it paid.
Way 3: it was paid when you recorded it
- A scanned receipt is saved as Paid straight away, with a payment for its total dated on its Issue Date.
- A bill made from a bank line with Create Bill & Match is saved as Paid and already matched.
Seeing how a bill was paid
On a Paid bill, open More actions on its row and choose Payments. The window lists each payment with its amount, date, method and reference. Payments that came from a bank line say so.
Changing your mind
- Marked paid by mistake: an owner or admin opens Payments (or Mark Paid, on a part-paid bill) and chooses Mark Unpaid, then confirms "Mark this bill unpaid? The payments you recorded by hand are removed.". The payments recorded by hand are removed and the bill goes back to Outstanding (or Overdue, if its due date has passed). Mark Unpaid is not shown to members, because it removes payments; a member asks an owner or admin.
- One payment was wrong: an owner or admin can choose the × beside it in the History list and confirm "Remove this payment?". The amount goes back to owing. Then record the right payment.
- Matched to the wrong bank line: undo it in Banking with Unmatch on that line. The payment it made on the bill is removed and the balance comes back.
Good to know: Paid or unpaid, a bill counts in your Profit and Loss and sales tax report from its issue date. Recording a payment changes what you owe, not your profit.
See also
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