Step 3C: Processing payments by transfer

Processing payments by transfer is done the same way as processing a single individual invoice. You can view sent invoices and send reminders and exhortations to relations. Importing a bank file with all successful payments makes it easier to mark invoices as paid.

Go to ‘Sent’ in the element ‘Invoicing’. This element contains a list of all invoices without a payment status. Of each invoice you can see the invoice number, the name of the relation, the amount (incl/excl vat) and the expiry date. The expiry date is the final date of the payment term.

Process automatically

You can automatically process paid invoices using bank information. Using an uploaded bank file, the system will try to match each payment with an invoice. After that, you can check the matches that were found, make adjustments where needed and process this.

You need:

A CAMT bank file. This is a file you can dowload in your online banking environment. Not all banking packages offer CAMT downloads. If CAMT is not available, you can choose another file format such as CSV. Note: upload the original, unaltered file! This means that you cannot edit the file in a program such as Excel.

  1. Go to ‘Bank transactions’ and choose the correct bank account number. This should be the account to which payments were made.
  2. Click on ‘Upload’ in the toolbar.
  3. Import bank transactions. Select the CAMT file on your computer and click on ‘import’. The system will pick up all transactions from the bank file, review them and try to match them with unpaid invoices from the system. Matches are made based on invoice numbers in the description or combinations of account number, amount and name. After the process is complete, you will be redirected to a new screen.
  4. A list of bank transactions is displayed. Here you can also find the bank statement, first transaction date, number of transactions and the date of each transaction. You can recognize processed transactions by the green checkmark (). The last column of newly important transactions is empty.
  5. Click on ‘Process all’. You will now process the transactions one by one by linking them to outstanding invoices.
  6. A separate screen is displayed for each transaction date. In this screen, each individual transaction is displayed. There are five columns: Invoice, Entry date, Transaction, Amount and Contra account.
    • Invoice: In this selection field, you can select the invoice that matches the transaction. You can do this by searching by amount, description, place, name and invoicenumber. You can also scroll throught the list of invoices.
    • The system has already tried to match transactions and invoices. The found matches are already filled in.
    • It is not required to match all transactions. Transactions for which you cannot find an invoice can be left empty. You can process these transactions at a later moment.
    • When you are done mathcing the transactions and invoices, click on ‘process this bank statement’. In the next screen, you can process the transactions of the next transaction date. When all transaction dates are processed, you will be redirected back to the overview.
  7. The processed invoices are marked as paid automatically. The remaining invoices are outstanding invoices, for which you can send a reminde or exhortation.

Process manually

It is also possible to process the invoices manually. This can be usefull if you do not use online banking and thus an upload of transactions is not possible. To process manually, you can use the buttons on the right side of each invoice in the overview of invoices.

  • Mark as paid – Go to the right invoice and click on ‘Paid’ ().
  • Mark as unpaid – to the right invoice and click on ‘Unpaid’ ().
  • Send a reminder – Go to the right invoice and click on ‘Reminder’ (). Then indicate that you want to send the invoice by e-mail and fill in the following fields:
    • Address – The address is already filled in automatically, but it is possible to edit this.
    • Subject – The subject of the e-mail.
    • Text – The content of the e-mail.
  • Click on ‘save’. The relation will receive the e-mail with the invoice attached in pdf format. The invoice will now be placed under Invoicing – reminder.