Payments

Payments

What it is about 

The Payments view is the place where you manage payments made by customers and refunds to customers. Here you can track paid invoices, add new payments manually to the system, and handle refunds arising, for example, from overpayments.

Getting started

You can find the Payments page in the main menu on the left-hand side under Payments. 

By default, a table opens showing all payments recorded in the system. You can search for a specific payment using the filters at the top (e.g. by customer name, reference number, or booking date). If you need to record a payment manually (e.g. a cash payment or manual bank statement processing), click the + Add button in the top right corner. What you can do on this page

The view is divided into tabs, the most important being Payments and Refunds.

1. Payments tab

Here you will see a list of all payments. The summary boxes at the bottom of the page conveniently display the total amounts of the listed transactions, such as actual payments, collection fees, and late payment interest.

You can view more detailed information about an individual payment or delete it by clicking the document icon at the start of the row. The + Add button in the top corner opens a new view where you can enter payment details (dates, accounts, amount) and search for the customer's outstanding receivables to correctly allocate the payment.

Table columns / fields:

1. ID: Unique identifier number of the payment.
2. Customer number: Customer's number.
3. Customer: Customer's name.
4. Payment source: The source material or channel through which the payment was received.
5. Reference number: Reference number included with the payment.
6. Due date: Due date of the original invoice.
7. Payment date: Date when the payment was made.
8. Booking date: Date when the transaction was recorded in the system.
9. Payment target: Invoice to which the payment is allocated (link to invoice).
10. To account: Amount received to the account.
11. Amount: Total amount of the payment.
12. Collection fee: Collection fee portion included in the payment.
13. Late payment interest: Paid late payment interest.
14. Accrued late payment interest: Calculated accrued late payment interest on the invoice.
15. Discount: Possible discount granted to the customer.
16. Rounding: Rounding difference between the payment and invoice total.
17. Overpayment: Information on whether the paid amount was greater than the invoice total.
18. Created: Creation timestamp of the transaction.
19. Updated: Most recent update timestamp.

2. Refunds tab 

On this tab, you manage outgoing refunds to customers (e.g. overpayments or credits). You can select the refund rows using the checkboxes on the left and send them directly to the bank, generate a payment file from them, or mark them as paid manually.

You can edit details of an individual refund by clicking the pencil icon (Edit) at the start of the row. This opens the "Edit outgoing payment" window, where you can specify the refund account, message, and any fees charged for the refund.

Table columns / fields:

1. ID: Refund identifier number.
2. Amount: Total amount to be refunded to the customer.
3. Open amount: Amount not yet processed or refunded.
4. Refund processing fee: Possible handling fee deducted from the refund.
5. Customer: Customer's name.
6. Refund IBAN: Account number to which the refund will be paid.
7. Source: Original transaction from which the refund arose (e.g. link to original payment).
8. Processed: Whether the refund has already been made (Yes/No).
9. Booking date: Booking date of the refund.
10. Created: Creation timestamp.
11. Updated: Most recent update timestamp.

Tips and notes

• Customise the table: You can hide or show columns by clicking the column selection button at the top left of the table. This way you can tailor the view to suit your work.
• Missing IBAN number: On the Refunds tab, you will notice a red exclamation mark icon if the customer's refund account number (IBAN) is missing. You can easily complete it by clicking the pencil icon on the row.
• Handling overpayments: When adding a manual payment and the customer has paid too much, you can use the "Add payment" form option Allocate overpayment to customer's clearing account. This way the surplus money remains waiting either for a refund or allocation to the customer's future invoices.