This guide will cover how to create clients/debtor payments.
Creating a new journal
Navigate to the Finance & Administration module in order to begin a payment. Create a journal in the General Ledger.
Choose the ‘Daily’ journal type, as shown below.
Managing the journal entry
The system will automatically direct you to ‘Journal entry’
If the bank transaction includes the invoice number, you can pull the data (debtor/amount) if you follow the steps below:
-Enter invoice number
-The system automatically generates a comment (posting text)
System variable 949
The values in this comment can be controlled by system variable 949 and/or manually overwritten
On the line, apply correct ‘Booking date’ (bank transaction date)
Settle invoices in entry
Verify the amount and select the offset account. At the bottom, you can see the settled invoice and other unpaid invoices on the debtor, and a summary of the transaction and the status on the accounts after this posting.
‘Approve’ and ‘Finalize’ (post) the journal.
If multiple invoices are paid with one transaction, checkmark ‘Settle’. This will automatically add the invoice amount to the line amount.
If the bank transaction doesn’t show the invoice number, you can instead add a line and select the debtor. Below you will be able to see the unpaid invoices and ‘Settle’ the ones that correspond to the received amount.
If the received amount does not correspond to one or multiple invoices, you can post the payment to the debtor without settling an invoice.
Add the amount manually in the line and post.
If the received amount does not correspond to one or multiple invoices due to a payment fee or currency difference, you will add multiple lines for each without selecting an offset account for those lines. Do not make an offset account on each line.
The system will automatically use the same voucher number and copy the posting text, as the line does not balance. So now you have:
Line 1: Post the received amount to the bank account (280)
Line 2: Settle the invoice on the debtor (-720)
Now you need:
Line 3: Post the remaining amount (seen in top right corner ) to the fee/currency account.
As a bonus, you can upload files (copy of payment stub for example, or bank statement) to each or all (highlight all) lines.
These icons are indications if the lines are ok or if there are errors present once you approve your journal. The bottom will display a description of what the status is, and the system will alert you what the error is so you can act on it.
Once your journal is finalized, your payment is complete and the AR is no longer outstanding.