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When a payment is received for an invoice we sent out, note the invoice you stored in the file Invoices We Sent Out accordingly with the date of payment, and the amount if it is different to the invoice. Move the invoice to this file.

These Invoices should be matched with the deposit, and clear the debt from your Accounts Owing. After processing, the paid invoices can be transferred to a lever arch file marked Receivables Paid on the spine, with the date range, for storage.