From Admin > Document Templates > Invoices & Payments > select Remittance Advice and click Edit.

In the Letter Details, you can select to include an existing letter header and footer.

To open the template, click Edit Body Of Document.

Enter the merge fields you want included in your document.

Note: You can download the template below to create your template.

Save and close your document.

From the Remittance Advice window, click OK.

From the Document Templates window, click OK.

From the Admin > General Settings > Payments tab, you can opt to Print Remittance Advice If it Cannot Be Emailed. 

If this checkbox is ticked, and the contact does not have an email address available for use, the remittance advice will be sent to the default printer.

If this checkbox is unticked and the remittance advice cannot be emailed, the remittance advice will automatically generate as a PDF and open.

From the Admin > General Settings > Email tab, you have the option to Queue remittance advice emails for approval before sending. If this checkbox is ticked, remittance advice emails will be queued instead of being emailed immediately (for contacts that have an email address and have Use Email ticked).

When Inform user when adding a VAT receipt / Remittance Advice to the email queue upon paying an invoice and Queue remittance advice emails for approval before sending are both ticked, users will receive notification that a remittance advice email is added to the queue.

A creditor can be set to require a remittance advice by default, from the contact Accounts tab, by ticking Requires Remittance Advice. Upon making future payments to this creditor, the payment will by default be set to generate remittance advice when it is allocated against an invoice. 

Note: This setting can be overridden when making a payment or allocating a payment.

If payments are Auto-allocated, remittance advice will be generated according to the Generate Remittance Advice checkbox on the Payment window. This cannot be overridden at the time of allocation when auto-allocating a payment.  

You have the option to automatically generate a remittance advice upon allocating a payment to an invoice by ticking Generate Remittance Advice before selecting OK upon entering a payment.

Note: The checkbox defaults to the value of Requires Remittance Advice checkbox on the contact.

Upon generating a remittance advice, if the contact on the payment has an email address with Use Email ticked, the remittance advice document will automatically be emailed to the contact. If the admin setting is set to queue the email, the remittance advice is queued and the user receives notification that the document is queued. If the contact does not have an email available for use, the remittance advice will be printed if the Print Remittance Advice If It Cannot Be Emailed Admin setting is set; otherwise, it will open on the screen.

If a remittance advice was not generated automatically at the time the invoice was paid, it can be generated manually by opening the Payment Out, and clicking Generate Remittance Advice.

A PDF generates with a table listing all invoices against which the payment was applied.

The sum of all the payment line items, included in the document, displays at the bottom.

Upon part-paying an invoice, the remittance advice indicates that the payment is for a portion of the invoice.

Upon making subsequent payments for the outstanding invoice amount, new remittance advice documents will generate.  The text Part-paid will be appended to the reference numbers indicating that the payment is for a portion of the invoice.

Note: If a payment is allocated against an invoice, but there is still part of the payment that is not yet allocated against an invoice (the payment amount is greater than the invoice amount), the remittance advice will display one line for the invoice that was paid and another line on the document that indicates that the remaining payment amount is an unallocated.

Note: Only one remittance advice is generated per payment. If the payment was partially allocated and then the remainder was allocated later, the remittance advice does not generate a second time. 

You can also view a previously generated remittance advice from the Payment Out window or from the Payments/Receipts list.

Upon undoing/redoing/unallocating a payment for which remittance advice was generated, the user is warned that remittance advice was already generated for this payment and will not be retracted. After being warned you can choose to proceed.

When redoing/re-allocating a payment, remittance advice will not be regenerated.  However, if the payment was undone and a completely new payment was created, remittance advice will be generated the same way it is for any new payment.