Payment not reducing the balance
You will find why a receipt or payment left an invoice unpaid or a balance unchanged, usually because it was saved as an advance rather than allocated, and fix it on the payment itself.
A payment can reduce three different things: the Balance Due of a specific invoice, the party’s Current Balance, and a cash or bank account under Books › Bank. Which ones move depends on the mode chosen on the payment form (Against Voucher or Advance Payment), the party picked and the Payment Type. When one of the three did not move, check the form field that drives it.
Symptoms, Causes And Fixes
Symptom | Likely cause | Fix |
|---|---|---|
Customer balance went down but the invoice still shows Unpaid | The receipt was saved as Advance Payment, not Against Voucher | Open the receipt under Payments › Customer Payments, switch to Against Voucher and enter the Paying Amount on the invoice line; or leave it as an advance, which is auto-adjusted against future bills |
Invoice shows Partial though the full amount was received | The Paying Amount on the invoice line was less than the Balance Amount, or the rest was put on another invoice | Edit the receipt and correct the Paying Amount per invoice line |
Neither invoice nor balance moved | The payment was recorded against a different customer or supplier with a similar name | Find the receipt by Receipt No, edit Received From and re-allocate |
Invoice is paid but cash or bank did not change | The Payment Type is mapped to a different account under Settings › Payment Type | Check the Cash / Bank Name on the payment type; correct the Received Account on the receipt if a different account was picked |
Payment is missing from the statement for the month | The payment Date is in another month or financial year | Open the receipt and correct the Date |
Supplier balance did not reduce after paying a fuel bill | The fuel entry was saved as Paid, not Not Paid, so no supplier bill existed; or the payment was made to a different supplier | Check the fuel entry’s Payment Status under Vehicles › Fuel Tracking and the supplier on the payment |
Employee advance did not reduce the driver balance | The Transaction Type or Transaction Nature on the Employee Payment is the wrong way round | Edit the transaction under Payments › Employee Payments and check the type and nature |
Balance is right in reports but wrong on the list | The list is filtered by financial year or date | Change the selector on the list; the Customers Balance Statement report is the authority |
Check In This Order
- Open the payment and read its mode: Against Voucher or Advance Payment.
- Read Received From (or Paid To) and the Date.
- Read the Payment Type and the Received Account (or Paid from).
- Open the invoice and compare Received Amount and Balance Due with the Paying Amount on the receipt.
- Run the Single Customer Statement or Single Supplier Statement under Reports for the party and period.
Prevent It Next Time
- Use Against Voucher whenever the customer tells you which invoice they are paying; use Advance Payment only for money received before billing.
- Name payment types after the account they map to.
- Record the payment on the date the money arrived, not the date you typed it.
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.