Manual linking of payments and invoices in the system

Created: 2021-06-30
Last updated: 2024-01-22

When you have imported or manually entered payments in the system, but they are not linked to invoices, you can link them manually.

Automatic linking

This can be done from the list of payments using the green button Match.

Connecting payments manually

After clicking the button, if the system has not tried to link the payments before, it automatically tries to link the payment by searching for an invoice whose number appears in the payment description (as one of the words, e.g. "payment for invoice 23/06/2021") and has the same amount and currency as the payment.

If the system has tried to link the payment to an invoice before (but failed to find it), a pop-up menu will appear where you need to enter the invoice number to link them. If you click cancel, the system automatically tries again to find the invoice.

Payment linking can also be done by connecting individual payments and invoices from the editing view of a specific payment. 

This is done using the Match button.

Connecting payments manually 2

The Match button (in the edit payment view) - always tries to link payments automatically.

Manual linking

At the top of the payment form there is also an invoice search tool, allowing you to manually specify which invoice the payment should be connected with (and it doesn’t have to match currency or amount).

Connecting payments manually 3

Also search for paid documents.

In the previous examples, the system excludes paid invoices from the suggestions list. The list includes unpaid or partially paid invoices.
However, if you want to have the whole list of invoices, including the paid ones, you have to use the box More > include paid invoices.

Connecting payments manually 4

However, to filter out payments from the list that have not yet been linked to any accounting document, you should select the checking window from the left filtering panel and use the Search button.

Payments, invoices and currency

In the case of linking a payment and an invoice with different main currencies, in the activities related to the document, below the invoice preview, information about the exchange rate at which the payment was converted will appear. Additionally, for the latest added payment in the document activities, there will be information about the overpayment or underpayment amount if the payment amount does not match the invoice amount.


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