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Payments & refunds

Mark invoices and bills paid, and refund or void a paid document.

Raising an invoice or entering a bill records what's owed. Settling it records the money actually changing hands. And when a paid deal falls through, a refund unwinds both cleanly. This page covers all three — marking documents paid, and the refund/void path for when something needs reversing.

Marking an invoice or bill paid

On the detail page of an invoice or bill that's eligible to be settled, you'll see a Mark as paid button. Click it and Kiravy asks for two things:

FieldNotes
Payment dateWhen the money moved. This decides which period the payment lands in.
Bank / cash accountWhich account the money came into or went out of. Defaults to your main bank account; pick another if it was cash or a different account.

Marking paid is a full settlement — it clears the whole outstanding amount in one go. (Recording a part-payment is on the roadmap; for now a payment settles the document in full.)

[Screenshot pending] Invoice detail page with a Mark as paid button, opening a dialog for payment date and bank account

Once you confirm, the document's status flips to paid, its outstanding amount drops to zero, and Kiravy records the payment.

What posts behind it

Behind that button, Kiravy books the payment into the ledger the way double-entry requires (see How the general ledger works):

  • Receiving on a sales invoice — money comes into your bank and the customer no longer owes you: the bank account goes up, and the receivable comes back down by the same amount.
  • Paying a supplier bill — money goes out of your bank and you no longer owe the supplier: what you owed comes down, and the bank account drops by the same amount.

In both cases the receivable or payable that the original document raised is brought back to zero, leaving only the real movement of cash. You don't book any of this by hand — recording the payment is enough.

You can't plain-cancel a paid document

An unpaid invoice or bill can be cancelled outright — nothing has settled, so it just goes away. But once a document is paid, plain cancellation is blocked.

Cancelling a paid invoice on its own would leave the books wrong — the payment would still sit in your bank with nothing to explain it. So Kiravy stops you and points you at Refund / void instead, which unwinds the payment as well as the invoice.

Refund / void

On a paid document's detail page, the Refund / void button is the proper way to undo it. One click does the whole unwind:

  1. It reverses the payment — the money is taken back out of (or back into) the bank account.
  2. It reverses the invoice or bill — the receivable or payable it raised is undone.
  3. It records a refund so there's an explicit record of money returned, not just a guess from the figures.
  4. It marks the document cancelled.

The result: every account returns to exactly where it was before the document ever existed — bank, receivable or payable, revenue, and SST all back to their starting point. And because this is done with reversals rather than deletions, the original invoice and payment stay visible alongside their reversals, so the full "raised, paid, then refunded" trail is on the record. That's also why a refund works even when the original sits in a locked period — the reversal is booked in the current open month.

If the original sale was a validated e-invoice on MyInvois, refunding it in Kiravy also files the matching credit-note e-invoice to MyInvois automatically, referencing the original invoice's UUID. This only runs when the original e-invoice is validated — if it was never submitted or not yet validated, the refund still cleans up your books and you can file the credit note later from the MyInvois flow.

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