Incoming Payments tab includes all unreconciled and reconciled payments.
Unreconciled payments are created based on an uploaded account statement or manually added incoming entries. Incoming payments can be reconciled by clicking on ‘Reconcile payments and invoices automatically’. If an entry cannot be reconciled automatically, it can be reconciled manually by opening the entry for the incoming payment with the ‘View’ button on the right and choosing an appropriate invoice or account for reconciliation. Unreconciled payments can be reconciled with invoices, outgoing payments or accounts. After reconciliation, the status of the entry will be ‘Reconciled’.
Incoming payments can be filtered, sorted and searched. It is possible to filter according to the start/end date, account, buyer and status. Status indicates whether incoming payments are unreconciled with invoices. If you have selected parameters for the filter, then you need to click the ‘View’ button to display the results; if you want to clear the filter, click on the ‘Clear filter’ button. For filtering, you can enter search dates on the start and end date fields. If you enter only the start date, the program will search for entries made on and after the respective date. If you enter the end date, the program will find all entries made until that date. If you enter both the start and the end date, the program will find all entries within that period.
Sorting is possible according to account, date, sum, payer, reference number, description, and status.
Search field can be used for searching sums, payers, reference numbers and descriptions.
Reconciled and unreconciled incoming payments can be opened by clicking on the word ‘View’ at the end of the row.
The window that opens displays information depending on the status of incoming payment. If the incoming payment is not reconciled, then a window opens that displays information about the incoming payment and options for reconciling incoming payments with sales invoices and accounts. The same window allows changing information about the incoming payment and deleting the payment.
If the incoming payment is reconciled, then a window opens that displays: information about the transaction, reconciled objects and created entries. User can void a confirmation (reconciliation with sales invoices or accounts) if necessary; after doing so, it is possible to change information about the incoming payment, delete the incoming payment or reconcile it with a new sales invoice or transaction account.
In order to reconcile incoming payments with sales invoices, they must be confirmed.
If a user acquires a prepayment from a buyer when reconciling a sales invoice with an incoming payment (the amount of the incoming payment exceeds the one of the sales invoice), then another row is added to the incoming payment (in addition to the sales invoice row), which is 2210 – Customer prepayments (cell for the sum is filled in with the overpaid amount). From now on, the prepayment can be used for settling new sales invoices.
If an incoming payment is reconciled with a cash account, then it is possible to save the prepared cash order on the row ‘Income cash order’ when opening an incoming payment.