The customer has paid the invoice but not the reminder fee – and you want to let the fee go. Or the fee is still in the ledger even though the invoice is paid. Here's how to do it correctly.
Why is the fee still there when the invoice is paid?
When a reminder with a fee is sent, the fee is posted as a separate voucher in the sales ledger ("Reminder fee invoice …"). The fee is then an amount the customer owes, just like the invoice.
If you register a payment that only covers the invoice amount, the Demand late fee and interests switch is locked on. Below it, it says The booked late payment fee and interest stay outstanding — this amount only covers the principal. In other words, the fee is not deleted when you register the payment – it has to be waived separately.
How to waive the fee
Go to Customers, open the customer and select the Invoices tab.
Click the arrow in front of the invoice to show its reminders.
On the reminder line, click the trash can icon on the right.
You'll find the same icon in the list of unpaid invoices under Invoicing when you expand the invoice.
The screenshots show the app in Norwegian.
The reminder gets the status Closed, and the fee voucher is reversed automatically. The fee disappears from the sales ledger.
Can't see the trash can?
The reminder must have the status Open and have a fee or interest.
You need write access to invoices.
The icon isn't shown on narrow screens (mobile). Use a computer.
Don't use these to waive a posted fee
Remove remaining fees and interests in the invoice's Actions menu
Credit invoice, or a credit note made with a negative amount
These close the reminder and mark the invoice as paid, but do not reverse the fee voucher. The fee is then left open in the ledger, and the trash can on the reminder line disappears. We're working on fixing this.
Is the fee already left in the ledger?
If the reminder shows as Closed but the fee is still an open item in the ledger, you need to post a counter-entry yourself:
Open the fee voucher (click the voucher number in the ledger) and note which account the fee was posted to.
Go to Accounting, click + at the top of the left-hand menu (New voucher) and choose the type Advanced voucher. Post the same amount:
Debit: the fee account from the original voucher. The VAT code is filled in automatically. Leave it as it is, as long as it is 0 %.
Credit: 1500 Accounts receivable with the customer selected
Text: e.g. "Waived reminder fee invoice 10012345"
Click Save and send to ledger.
Go to Customers → [the customer] → Ledger, tick the fee voucher and the new voucher, and click Close open postings.
Once both are ticked, the total at the bottom shows 0.00. After you click Close open postings, the fee is no longer an open item in the ledger.
Don't use New invoice like this with a minus in front of the amount to remove the fee. The credit note is then posted to the sales account with VAT, not to the fee account.
When should you contact us?
If the trash can is missing even though the reminder is open, or the total of the ticked items doesn't go to 0. Include in the chat:
Client name
Customer number and invoice number
The voucher number of the fee
The exact error message, ideally with a screenshot