Match incoming payments manually

The bank transactions that are registered under Cash and bank should mirror your bank statement. Read more about how to add payments from your bank account in Visma eAccounting Standaard in the topic Register bank transactions.

In most scenarios, the program is able to match incoming payments for invoices, but if for example a customer has rounded off the amount or partially paid an invoice you must match the transaction manually. Below, you will find examples and tips on how to match and post frequently occurring transactions.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of sales invoice.
  5. Select the sales invoice that has been paid.
  6. Select Post to ledger.

If you need to register multiple transactions for an incoming payment, select Add another until the complete amount has been matched against the invoices and the difference is zero.

If the customer does not pay the complete invoice in one go, you can register a partial payment of the invoice.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of sales invoice.
  5. Select the sales invoice you received a payment for.

Since the amount paid is only a partial payment, the program requires that the difference is accounted for.

  1. At Reason for difference select Partial payment.
  2. Select Post to ledger.

If the customer has paid an invoice with a larger amount than the invoice due, you first match the invoice to the payment and then the excess amount to the customer.

  1. Go to Cash and bank.
  2. Find the bank transaction in the list and select Match.
  3. In the Transaction relates to field, select Payment of sales invoice.
  4. Select the sales invoice that has been paid.
  5. Choose Add another.
  6. Choose Deposit.
  7. Choose Payment from customer.
  8. Select the Customer.
  9. Choose Save.
  10. Choose Post to ledger.
Two journal entries are now created and posted to the ledger. One for the invoice payment and one for the extra payment from the customer. The extra payment will be listed as an open item in the lists for Sales invoices and can be used as full or partial payment of another invoice. To see all open items filter the sales invoice list by setting the Status to show All open items.

If you have issued a credit note to a customer you can fully or partially offset the original invoice and credit note against each other. When offsetting invoices the starting point is always the credit note.

  1. Select Sales - Sales invoices.
  2. Select the credit note you want to offset.
  3. Select Actions - Offset.
  4. Select the invoice the credit note is to offset. If there are no invoices in the list, the sales invoice has probably already been registered as paid.
  1. Select Post to ledger.
If you offset an invoice partially, you register the remaining part of the invoice as paid by matching it against the incoming payment under Cash and bank. To do this, follow the instructions under "Sales invoice - completely paid" above.
If you have offset an invoice by mistake, you can correct it by selecting the invoice from the overview and choosing Actions - Undo offset.

If you have a credit note that should be used as a partial payment of a sales invoice, you match the amount the customer has paid to your bank account in Cash and bank, and then deduct the credit note to complete the payment of the invoice.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of sales invoice.
  5. Select the sales invoice that has been paid.
  6. Enter the total amount of the invoice at Paid amount. You now have a negative amount to reconcile.
  7. Choose Add another.
  8. In the Transaction relates to field, select Payment of sales credit note.
  9. Select the credit note you want to use as a partial payment.
  10. Select Post to ledger.
If you have offset an invoice by mistake, you can correct it by selecting the invoice from the overview and choosing Actions - Undo offset.

If the customer has paid more than one sales invoice in one single payment, the program cannot match the bank transaction against the sales invoices automatically. Instead, you have to match the incoming payment against the sales invoices manually.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of sales invoice.
  5. Select one of the sales invoices you received a payment for.
  6. Choose Add another.
  7. Repeat step 5 and 6 until you have added all the sales invoices that were included in the lump sum.
  8. Select Post to ledger.

With an integration between Visma eAccounting Standaard and Zettle by PayPal your Zettle sales transactions are posted on a daily basis. Please note that the transaction fees are transferred with three days delay. The fees will however be posted on the date the transaction was carried out.

With what frequency you get payment from Zettle depends on your agreement with Zettle. When the payment is made to your company bank account you match the transaction against Zettle transactions that have been automatically posted in Visma eAccounting Standaard.

  1. Choose Cash and bank.
  2. Select the account you received payment to.

If you have an active bank integration, your bank transaction already figures in the list Bank transactions this period statement. If not select New bank transaction and add the amount of the incoming Zettle payment.

  1. Click on the bank transaction and select Match.
  2. Specify that the transaction relates to Other deposit and select Own selection of ledger accounts.
Your sale via Zettle has been posted automatically by the program. Now, you have to post the payment you receive from Zettle. You post the payments against the ledger accounts that your claims on Zettle sales are recorded on. The default setting is that the claim is posted on account 1350. If you are unsure which accounts that are set to record the payment card receivables and Zettle transaction charge, you can check the setting in Settings - Company settings - Basic information.
  1. Post the payment according above information.

Please note that the payment from Zettle is a lump sum that can consist of several types of transactions. For example there might be other fees or bonuses that should be recorded on other ledger accounts, than the ones for the payment card receivables and transaction charge.

  1. Select Post to ledger.

If the customer has not paid the total invoice amount, it means that the program cannot match the bank transaction against the sales invoice. You then have to match the incoming payment manually and register the difference as rounding.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of sales invoice.
  5. Select the sales invoice you received a payment for.
  6. Since the amount paid differs slightly, the program requires that the difference is accounted for.
  7. In the field Reason for difference, select Rounding.
  8. Select Post to ledger.

When you receive a payment that needs to be matched against an imported journal entry, the matching is done manually. This can be the case when a payment has been registered outside of the program and imported into Visma eAccounting Standaard. If the program cannot find the journal entry to match the bank transaction against, you match it manually following the steps below.

Please note that the journal entry that you match the bank transaction against must include a posting against the account that the payment is posted to. If for example the payment is made to the Operating account it is a posting to ledger account 1100 - Bank 1.

When you transfer money from one of the company's bank accounts to another, the program cannot match the bank transactions against each other automatically. You then have to match the transactions manually.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Transfer between own accounts.
  5. Select the other bank account from the list.
  6. Select Post to ledger and the transaction will be registered and matched in both bank accounts.
When transferring money between accounts with different currencies, always start with the operating account and make sure that the box Foreign payment requirements is checked and that foreign currency, amount and bank fee has been entered for the transaction.

It is not possible to register a transfer of money directly between two currency accounts. If you need to do such a transfer do it via an account with your local currency.



Related topics

Match outgoing payments manually
Void a sales invoice

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