Making a Manual Payment
Payment Details
Saving the Payment
Underpayments and overpayments
Manual Payment for Credit Note
Making a Manual Payment
A manual payment creates a payment without reference data. Refer to the guide Creating a Payment from Invoice Information if you do not wish to manually fill in the details.
- From the left frame, select Accounts receivables – Payments
- Click the top-left corner of the opened view to access the (+) New Payment button
- Enter the details for the manual payment and select the invoice to which the payment is applied.
- Finally, save using the Save Draft or Save button.
Payment Details
Customer/Payer - Select the payer from the drop-down menu or start typing the payer's name.
Payment Type - Select from the drop-down menu. Options in the drop-down menu: Manual Payment, Automatic Payment, Bad Debt, Discount, Credit, Dunning Provider and Other.
Currency - Select the payment's currency.
Payment Number - The payment number is generated automatically based on the payment counter when the payment is saved.
Payment Date - The program automatically suggests the current date. Change if necessary via calendar icon.
Payer - Add payer information to the field.
Bank Account - Select the correct account from the drop-down menu.
Payment Amount - Add the payment amount.
Reference Number - Adding a reference number is not possible. This will be fixed in future releases.
Accounting entries - Check the posting for the payment on the separate tab.
Description - You can determine how the payment description is formed by selecting the Customer name and/or Invoice number as the description. The description field can also be edited after making the selections. The Invoice number becomes selectable after choosing the invoice to which the payment is applied from the bottom of the form.
Customer Invoices - You can select one of the customer's invoices to which the payment is applied.
Payment summary is shown on the bottom of the payment view.
Saving the Payment
A manual payment can be saved either as a draft or as a completed payment. Using the Cancel button, you can close the payment without making any saves.
Save as Draft
- does not yet clear the outstanding amount of the invoice
- does not yet receive a voucher number
- cannot yet be transferred to accounting.
Save
- clears the outstanding amount of the invoice by the payment amount
- receives a voucher number
- can be transferred to accounting.
Underpayments and overpayments
When there is a difference between the outstanding amount of the invoice and the amount of the payment, the program will indicate this on the Payment details tab and display the outstanding amount of the invoice.
In this case, a button to create an under/overpayment will appear on the Accounting Entries tab. The button also shows which type of adjustment is involved (under- or overpayment).
Clicking on this button will create the corresponding under/overpayment entry. The entry is also visible in the Reports - Payments - Accounting entries view.
The row contains:
- The account, which is retrieved from the General Settings/Accounts section.
- An underpayment account for underpayment
- An overpayment account for overpayment
- The amount, which is the difference between the open amount of the invoice and the amount of the payment.
- In the case of an underpayment, this sum is positive
- In this context, the sales receivables amount is also adjusted by the same amount in the other direction.
- In the case of an overpayment, this amount is negative.
- In this case, the amount of sales receivables is also adjusted by the same amount in the other direction.
- In the case of an underpayment, this sum is positive
Manual Payment for Credit Note
Forming a manual payment for a credit note follows the same process as creating a payment for an invoice. Select either "Credit" or "Manual Payment" as the payment type, and add the payment amount to the Payment Amount field, which corresponds to the credit note amount.
Check and correct the posting if needed on Accounting entries tab.