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How to Mark Invoices as Paid

For online payments made via Nucleus using a credit or debit card invoices are automatically marked as paid once the payment provider Stripe confirms that the payment has been received. Once marked as paid the status of the entries in Nucleus is updated and a receipt email containing a pdf is sent to the entrant. Payments that are made directly to the company bank accounts via Invoice are not tracked via Nucleus and therefore an admin user needs to manually update these invoices. It is important that all invoices are updated and marked as paid as leaving invoices marked as unpaid will affect various Nucleus workflows.

Note – to mark an invoice as paid an admin user will need to be given the Finance administration role.

How to Mark Individual Invoices as Paid

Invoices and be updated to paid at an individual level. This applies to invoices for online or invoice payments.

  1. Log into the Admin Interface
  2. Go to Actions>Invoices
  3. Search for the relevant invoice in the table
  4. The invoice must be Unpaid
  5. Go to the Actions Menu for the invoice
  6. Click on Mark As Paid
  7. In the lightbox that appears:
    • Enter a note if required in the text area
    • Enter the date the payment was received in the Paid on field
  8. Click Continue
  9. The invoice will be marked as paid and updated

How to Batch Mark Invoices as Paid

Invoices can also be Batch marked as paid. To action this admin users will need to have generated a list of the Invoice numbers. It is possible to bulk mark as paid invoices from multiple awards at the same time:

  1. Log into the Admin Interface
  2. Go to Actions>Invoices
  3. Click the Bulk Mark Paid button
  4. On the new page that opens, type or paste the Invoice numbers and the corresponding amounts to be paid. One invoice per line. The amount specified must the the total price of the invoice including VAT. For example: DA/ENT/18/00029 120
  5. Click on Preview
    • If there is an issue with any of the invoice numbers or payment amounts this will be flagged on this page
  6. On the ‘Preview’ page, you have the option to add a note alongside these invoices on the Invoices List. If required, type this in the field Optional Payment Note
  7. Click Update Invoices and these invoices will all then be marked as paid on the Invoices List
  8. Click the Back button to return to the invoices list