Payment Notices and Statements
Use this page to tell a co-op (or any distributor) you've paid, to confirm a buyer's payment as the co-op, and to read an account statement.
Quick steps
Buyer — tell the co-op you paid:
- Open the order under Purchase Orders (portal buyers: open the invoice under Invoices and find Already paid another way?).
- Click Send payment notice. Pick How it was paid, check the Amount and Date paid, and add the Reference (e-Transfer reference or cheque number).
- Click Send payment notice. The balance goes down once the co-op confirms.
Co-op — confirm a payment:
- On Invoices, pick the Payment notices to confirm filter and open the invoice.
- Check the money actually arrived, then click Confirm received in the Payment notices box. (If it didn't, click Not received, type a reason and click Tell the buyer.)
Either side — see a statement: open the retailer (under Retailers) or the co-op (under Distributor Connections) and click Statement.
When a store pays a co-op (or any distributor) by e-Transfer, EFT or cheque, the money doesn't arrive through Brother POS. A payment notice is how the buyer says "we've paid", so the co-op knows to look for the money. The co-op checks, then confirms it, and only then does the invoice balance go down.
An account statement shows everything between the two businesses for a period: invoices, payments, the balance after each one, and what is still owing and how late.
For the buyer: send a payment notice
You can send one from two places:
- A store that runs Brother POS: open the order under Purchase Orders. The co-op's invoice is in the Invoice box on the right.
- A buyer who orders through the co-op's wholesale portal: open the invoice under Invoices, then look for Already paid another way?
Then:
- Click Send payment notice.
- Choose How it was paid: e-Transfer (the default), EFT / Direct deposit, Cheque or Other.
- Check the Amount. It starts at the full balance. Change it if you paid only part.
- Check the Date paid. It starts at today.
- Add a Reference, such as the e-Transfer reference or cheque number. This helps the co-op find your payment.
- Add a Note if you want to, then click Send payment notice.
The invoice now shows Payment sent — waiting for [co-op] to confirm, with the amount, how you paid and the reference. The balance does not change yet. It goes down when the co-op confirms the payment, and you get an email when that happens.
The notices you've sent that are still waiting can't add up to more than the balance. If you already sent a notice for the full amount, you can't send another until the co-op answers the first one.
If the co-op can't find the payment
The co-op can answer Not received with a short reason. The invoice then shows [co-op] couldn't find this payment: followed by their reason, and you get an email. Check the payment on your side (for example, whether the e-Transfer was accepted), then send a new payment notice.
For the co-op: confirm or decline a payment notice
When a buyer sends a notice:
- You get an email at your store's Email (in Settings, General tab), if one is filled in.
- Your dashboard shows N payment notices to confirm in the wholesale section. Click it to see them.
- On Invoices, the invoice shows Payment sent ($X) — confirm. The Payment notices to confirm filter at the top lists only those invoices.
- The invoice page has a Payment notices box with the amount, how it was paid, the date, the reference and any note.
Check that the money arrived (in your bank account, or the cheque in hand), then:
- Confirm received: records the payment on the invoice, using the buyer's method, amount, date and reference. The invoice becomes Partially paid or Paid, the retailer's balance goes down, and the buyer is emailed.
- Not received: type a short reason (for example, No e-Transfer with that reference has arrived) and click Tell the buyer. Nothing changes on the invoice. The buyer sees your reason and can send a new notice.
You can still record payments yourself with Record Payment on the invoice, as before.
Account statements
A statement covers a date range. It starts at the last 90 days, and you can change the From and To dates, then click Show.
Where to find it:
- Co-op: open the retailer under Retailers and click Statement.
- Store that buys from a co-op: open the co-op under Distributor Connections and click Statement. There's also an Account statement link under the invoice on each purchase order. This works when the co-op runs Brother POS too.
- Wholesale portal buyer: click Statement in the portal menu.
What it shows:
| Part | What it means |
|---|---|
| Opening balance | What was owed at the start of the range |
| Invoiced / Paid | The totals of invoices and payments within the range |
| Activity | Each invoice and payment in date order, with the balance after each one |
| Closing balance | What was owed at the end of the range |
| Still owing today | Every unpaid invoice, whatever its date, grouped by how late it is: Current, 1–30, 31–60, 61–90 and Over 90 days past the due date |
Cancelled invoices are left out. Payments that were sent but not yet confirmed are not in the balances. The statement shows their total in a separate note, so both sides know it's on the way.
Click Print / Save PDF for a printable copy (your browser's print window can also save it as a PDF), or Export CSV to open it in a spreadsheet.
What's Next?
- Invoicing — How invoices are created and how payments are recorded.
- Retailer Features — Ordering from a distributor as a store.
- Wholesale Portal — Letting buyers order and pay online.