Receipt Generation Updates for Invoice and Quick Invoice Forms

Overview

Aclarian is introducing updates to the receipt generation process in the Billing and AR Module for Invoice and Quick Invoice Forms.

These changes are designed to make receipts clearer and more informative, especially when partial payments are involved. The updated format gives customers a more transparent view of:

how much has been paid
how much remains due
when payments were recorded
how prior payments are reflected on the receipt

These updates apply to receipts generated after the enhancement goes live.

Quick links

What is changing?

After a payment is made, users can click See All Receipts to open an updated receipts window.

The new popup table will display the following information based on the number of payments made on the Invoice or Quick Invoice:

Date Created – the date and time the receipt was generated
Amount Paid – the total amount applied to the current invoice
Remaining Balance – the amount still owed

This update helps provide a clearer summary of payment activity for invoices with one payment, multiple partial payments, or a final payment.

New receipts window

The updated See All Receipts window gives users a clearer view of receipt history and payment progress on an invoice.

This allows users to quickly review:

when receipts were generated
how much was paid
whether a balance is still due

This is especially helpful when multiple partial payments have been applied to the same invoice.

What the updated receipt includes?

The updated receipt format includes the following sections:

Invoice Total – the original invoice amount
Current Payment – the payment just received, including payment method such as cash, check, credit card, or ACH
Prior Payments – the total amount of earlier payments made toward the invoice
Balance Remaining – the amount still owed
Paid in Full – shown automatically when the remaining balance is zero
Partial Payment History Table – a list of prior payments showing the date, payment method, and amount

This structure gives customers a clearer breakdown of how the invoice balance was reduced over time.

How partial payments will appear?

When an invoice has multiple payments, the receipt will now show a clearer payment history.

This includes:

the most recent payment
earlier payments already applied
the remaining balance after the current payment
a history table showing all partial payments

If the current payment completes the invoice balance, the receipt will show Paid in Full automatically.

Date handling updates

Several date-related fields have been clarified to ensure receipt data is displayed consistently.

Date Created versus Date Received

When selecting See All Receipts:

the Date Created column reflects the actual date the receipt was generated
it does not display the payment’s Date Received

The Date Received should appear only in places where the payment date entered by the user is intended to be shown.

Quick Invoice receipt payment date

On a Quick Invoice receipt, the Payment Date shown at the top of the receipt should always reflect the Date Received entered when the payment was recorded.

For example:

if the payment was entered with a Date Received of 8/25/2025
the receipt should display 8/25/2025 as the Payment Date

Partial payment history date column

In the partial payment history table, the Date column should always pull from the recorded Date Received.

For example:

if the payment was recorded with a Date Received of 8/10/2025
that is the date that should display in the payment history table
even if the receipt itself is generated later, such as 9/15/2025

Important: The receipt generation date and the recorded payment date serve different purposes and should not be used interchangeably.

Invoice item description behavior

The description shown on the receipt depends on what the payment was applied to.

If payment is made toward an invoice item

The receipt will display the invoice item description.

If payment is made toward the full invoice

The receipt will display the invoice description instead.

This helps avoid confusion when an invoice includes multiple item descriptions.

Who these changes apply to?

These updates apply to:

Invoice receipts
Quick Invoice receipts
all payment methods

These changes are intended for customers making payments:

by mail
in person

These updates do not apply to:

billing portal receipts
billing portal messaging

Key notes

Applies to Invoice and Quick Invoice receipts only
Covers all payment methods
Applies only to new receipts generated after the update
Does not change past invoices or previously generated receipts
Does not affect billing portal receipts or billing portal messaging

Summary

These receipt generation updates are designed to make payment receipts more transparent and easier to understand.

With the new format, users can more easily see:

the original invoice total
the current payment amount
prior payments
the remaining balance
whether the invoice has been paid in full
the correct payment and receipt dates

These improvements support clearer customer communication and more accurate payment reconciliation.