Making a manual payment
Payment details
Applying payment to an invoice
Change invoice allocation
Customer's open invoices
Saving the payment
Editing history
Making a manual payment
A manual payment is made without any reference material.
- Select Accounts receivable - Invoices - Due invoices from the left frame of Sales Invoices
- Select the invoices for which you want to make a manual payment
- Click the Payments - Make Manual Payment button at the top of the view that opens
- Enter the details for the manual payment
- Finally, save with the Save as Draft or Save button
Note:
If a payment has already been left in the Draft state for an invoice, it will open on the screen for processing with its original information. If you select multiple invoices for payment, their payments will be displayed one below the other on the screen. The current payment being processed will show which invoice is in progress.
Payment details
Customer - Select the customer for the payment from the drop-down menu based on Name, Number, or Short Name. Note: Once a customer is selected, all open invoices for that customer will be displayed at the bottom of the payment.
Payment Type - Select the payment type from the drop-down menu. The available options are: Manual payment, Automatic payment, Credit loss, Discount, Credit, Collection agency accounting, or Other. The default payment type is Automatic Payment when importing reference material.
Applying payment to an invoice
- is mandatory if the payment type is Manual Payment or Automatic Payment.
- is not mandatory if the payment type is Credit Loss, Discount, Collection Agency Payment, or Other.
Payment Number - A payment in the Draft state does not yet have a voucher number. Only a payment in the Complete state will have a voucher number. Note: The payment voucher number is different from the invoice voucher number.
Reference Number - When importing reference material, the payment will receive information about the reference number in the material. If it is a manual payment, there is no information about the reference number.
Payment Date is the date on which the payment is recorded on the account, i.e., it appears on the bank statement.
Total - Enter the amount to be paid from the invoice in the Total field. By default, Sales Invoices suggests the open amount of the invoice.
Example of a partial payment: The open amount of the invoice is 100€, of which 80€ has been paid. The Amount field will suggest 100€, but it should be changed to the paid amount of 80€.
Bank Account - The information about the bank account to which the payment was made is automatically entered when importing reference material. This information is only visible if the payment is made by importing reference material. For manual payments, the bank account information is not visible.
Debit and Credit Account - Select the accounts to be used from the drop-down menu. These fields are populated with default values from Sales Invoices settings.
Payer - The payer's name from the reference material is automatically entered in this field. This information is only visible if the payment is made by importing reference material. For manual payments, the payer information is not visible.
Description - For the payment description, you can select Customer's Name and/or Invoice Number or write your own text description for the payment. The description will be visible on the payment and on the Open Invoices report.
Applied to Invoice - This field shows the invoice to which the payment is allocated.
Change invoice allocation
Clicking the Change invoice alignment button will open a list of the customer's open invoices.
The payment can be allocated to an open invoice by either double-clicking on the invoice in the list, which will transfer the selected invoice details to the Applied to Invoice field, or by clicking once on the invoice in the list and then clicking the Select Invoice button, which will transfer the selected invoice details to the Allocated to Invoice field.
Customer's open invoices
Hide Invoices - Clicking this button will hide the customer's open invoices.
Select Invoice - This button is used to select the invoice to be allocated to the payment being processed.
Deselect - This button is used to remove the allocation made to the payment.
Other Invoices of customer
This section displays the customer's invoices that have already been paid.
Show Invoices - Clicking this button will display the customer's other invoices in the same window.
Hide Invoices - Clicking this button will hide the customer's other invoices in the same window.
You can read more about changing the allocation for a payment here.
Saving the payment
A manually entered payment can be saved in either the Draft or Complete state. With the Close button, you can close the payment without making any saves.
In the Draft state, the payment
- does not yet clear the open amount of the invoice
- does not yet have a voucher number
- cannot yet be transferred to the accounting.
In the Complete state, the payment
- clears the open amount of the invoice by the amount of the payment
- has a voucher number
- can be transferred to the accounting.
Editing history
The Editing history tab of the payment automatically records the history of actions taken on the payment. The change date, time, the name of the person making the change, and the action taken are visible.
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