When a manually recorded payment is reversed, Diversity Sync’d automatically recalculates the remaining claim balance.
1. Open the claim
Go to Billing.
Open Manage claims or the claims list.
Find the claim you want to manage.
Click the claim to open its details.
Review the claim total, status and current payment information before recording a payment.
2. Review the claim payment details
Open the claim and review its payment details.
Review the current payment information before adding another payment, including:
Claim total
Amount already paid
Remaining balance
Existing payment history
Current payment or claim status
This helps you confirm whether the claim requires a full payment, partial payment or no further payment.
3. Record a payment
To add a payment to the claim:
Open the claim.
Go to the Payments section.
Click the available action to record or add a payment.
Enter the payment amount.
Complete any other required payment information.
Review the details before saving.
Use the actual amount received, particularly when recording a partial payment.
4. Select where the payment was received
When payment account information is required, review the Paid into or payment account selection.
Open the Paid into field.
Select the account where the payment was received.
Confirm the selected account is correct before saving the payment.
The available accounts may depend on the organisation's Xero payment configuration.
5. Record the payment in Xero
Where the payment is also being recorded in Xero, enable or select the available Record in Xero option.
Before continuing:
Confirm the claim is associated with the correct Xero invoice.
Confirm the correct payment account or Paid into account.
Review the payment amount.
Continue with the payment.
If the required Xero configuration is missing, review the organisation's Xero payment settings before attempting the payment again.
6. Record a partial payment
A payment does not need to cover the full claim balance.
To record a partial payment:
Enter an amount lower than the outstanding claim balance.
Complete the required payment information.
Save the payment.
Review the claim again.
The recorded amount is applied to the claim and the remaining balance stays outstanding.
7. Record a full payment
To fully pay the claim:
Review the outstanding balance.
Record a payment for the remaining amount.
Complete any required payment account or Xero information.
Save the payment.
Confirm that the claim no longer has an outstanding balance.
The claim's payment status should update to reflect that the required balance has been paid.
8. Review payment validation
Diversity Sync’d validates payment information before a payment is recorded.
If the payment cannot be completed:
Review the warning or validation message shown.
Check the payment amount.
Confirm the required payment account.
Review any Xero-related payment configuration.
Correct the required information and try again.
Do not repeatedly submit the payment without first reviewing the reason it was blocked.
9. Review payment history
Recorded payments can be reviewed from the claim.
The payment history can help you confirm:
The amount recorded
Whether multiple payments have been applied
Partial and full payment activity
The payment account used, where displayed
Previous manual payment activity
Review the history before adding, correcting or reversing another payment.
10. Reverse a manually recorded payment
If a manually recorded claim payment was entered incorrectly, it can be reversed.
Open the affected claim.
Go to the Payments section.
Find the manually recorded payment.
Open the available payment actions.
Select the option to reverse the payment.
Review any confirmation shown.
Confirm the reversal.
Only reverse a payment when the recorded payment should no longer be applied to the claim.
11. Review the claim after reversing a payment
After the payment is reversed, review the claim again.
Diversity Sync’d automatically recalculates the remaining claim balance after a manually recorded payment is reversed.
Check that:
The reversed payment is no longer included in the paid balance.
The remaining balance has increased by the reversed amount.
The claim's payment status reflects the updated balance.
The payment history shows the reversal where applicable.
12. Review Xero payment information
For claims connected to Xero, review the relevant Xero payment details before completing payment actions.
Depending on the claim and invoice state, this may include:
Xero invoice status
Record in Xero
Payment Account
Paid into
Xero payment synchronisation information
If a Xero draft invoice needs to be approved before the payment can be recorded, follow the available Xero workflow shown for that claim.
Important notes
Review the outstanding balance before recording a payment.
Partial payments leave the remaining amount outstanding.
A full payment should reduce the remaining claim balance to zero.
Confirm the correct Paid into or payment account before recording a payment in Xero.
Review payment history before adding or reversing another payment.
Only manually recorded payments should be reversed using the available reversal action.
Reversing a manually recorded payment automatically recalculates the claim's remaining balance.
If payment information cannot be recorded in Xero, review the Xero organisation and payment configuration before trying again.