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Incoming payments

An incoming payment records money received from a partner (for example, a customer) to a company bank account or cash register.

Incoming payments are typically used to:

  • register the fact of money receipt;
  • match payment with documents (close debt by invoices);
  • see which documents are fully/partially paid and what debt remains.

Where to find it​

Open: “Invoicing” → “Operations” → “Incoming payments”.

Creating an incoming payment​

  1. Open the “Incoming payments” list.
  2. Click “Create”.
  3. Fill in the required fields (see below).
  4. If needed, perform payments matching with documents.
  5. Save the document.

Creating an incoming payment from an invoice​

If you register payments by invoices, an incoming payment can be created directly from the invoice.

Typical flow:

  1. Open the required invoice.
  2. Move the document to status “To pay” (if it is still Draft).
  3. Click “Register Payment”.
  4. The created incoming payment card opens — verify the fields and save.

What is typically filled automatically:

  • partner and its account/cash register;
  • company and its account/cash register;
  • payment type (depending on invoice type and settings);
  • currency (if used);
  • amount — usually equal to the current remaining amount due for the invoice.

What happens with matching:

  • the system immediately performs payments matching with this invoice so that debt decreases;
  • if you change the payment amount or you need a different matching, adjust it in “Payments matching”.

Important about statuses:

  • the “Register Payment” action is usually available only when the invoice is in status “To pay”;
  • the created incoming payment is usually created in status “Done” (i.e., it records the fact of money receipt).

Main fields​

The exact set of fields depends on configuration, but a typical incoming payment contains:

  • Type — determines where the money came from (bank/cash) and which accounts can be selected.
  • Date and time — when the receipt was recorded.
  • Number — internal document number.
  • Amount — receipt amount.
  • Partner — who the money came from.
  • Partner account/cash register (if used) — partner details.
  • Company — the organization receiving the money.
  • Company account/cash register — where the money was received (bank account or cash register).
  • Note — free text comment.
  • Base — a text field for payment purpose/reference.

Accounts/cash registers selection notes​

The payment type can restrict options:

  • for some types only bank accounts are available;
  • for others only cash is available.

If you select an account/cash register that does not match the payment type, the system may not allow saving the document.

Payments matching and debt closure​

To make an incoming payment decrease debt for specific documents, you need to match it with these documents.

In the payment card there is typically a “Payments matching” section with:

  • Matched — amounts already linked to documents;
  • Available — documents that can be paid by this payment;
  • Match action — link an amount to the selected document.

How to match a payment​

  1. Open the incoming payment.
  2. Go to “Payments matching”.
  3. In the “Available” list select the document you want to pay.
  4. Click “Match”.
  5. Verify that a line appears in “Matched” with the matched amount.

Partial payment​

If the payment amount is less than the document amount:

  • the document is paid partially;
  • the remaining amount stays as debt;
  • you can close it with the next payments.

One payment for multiple documents​

If a partner paid several documents at once, match the payment to several lines — one per document.

Overpayment and advance​

If the payment amount is greater than the matched amount:

  • part of the amount remains not matched (until further matching),
  • or it is treated as an advance (if the corresponding mechanism/settings are used).

Practical tip: if you expect future documents from this partner, it is convenient to keep the overpayment as an advance and then match the advance later.

Finding “not matched” payments​

The incoming payments list may have a “Not matched” filter — it helps quickly find payments that are not linked to documents yet and therefore do not reduce debt.

Printing​

If print forms are connected in your configuration, the incoming payment can be printed.

See: Reports and printing.

Typical situations and solutions​

The payment is entered, but debt did not decrease​

Check:

  1. Whether payments matching with documents was performed.
  2. Whether the correct partner and company are selected.
  3. Whether the document is cancelled (if cancellation is used in your configuration).

Cannot select an account/cash register​

The usual reason is a mismatch between the payment type and the account/cash register kind. Try:

  • changing the payment type;
  • selecting a different company account/cash register.

I don’t see the “Register Payment” button in an invoice​

This is usually caused by one of the following:

  • the invoice is not moved to status “To pay”;
  • a suitable incoming payment type is not configured for the invoice type;
  • there is no remaining amount due for the invoice (already paid or amount due is zero).