To link transactions to files you need the 'Reconciliation' module. Read more: How do I activate the 'Reconciliation' module in Payt?
Preparation: opening a transaction and linking a file
These steps apply as a starting point for all payment difference scenarios:
Open the transaction you want to match.
Check whether Payt has already suggested a file. If so, the payment difference has likely already been filled in automatically.
Is no suggestion available yet? Manually link the correct file to the transaction. Payt will then try to fill in the payment difference automatically.
Click the three lines in the top right of the file to show the booking lines. You will then see which amount is booked to the principal of the file (invoice or debt collection case) and which amount is booked as a payment difference.
If the payment difference filled in is incorrect, or if there is no automatic suggestion, follow the steps for the scenario that applies to your situation.
Too little has been paid
If too little has been paid, you have two options: write off the difference (closing the file) or continue following up on the outstanding amount.
Option 1: Write off the difference
Choose this option if you no longer want to follow up on the remaining amount.
In a new booking line, select 'Write-off' as the cost type.
Enter the amount to be written off in the administration's default currency.
Click the plus icon to add the booking line with the payment difference.
Click 'Process' at the bottom of the page.
The outstanding balance of the file will be set to €0 and no further follow-up will take place.
Example: You have an invoice of €45 and €44 has been paid. You write off €1. You book €44 as a 'Principal amount' payment and €1 as a 'Payment difference'.
Option 2: Continue following up on the outstanding amount
Choose this option if you still want to collect the remaining amount.
Remove the automatically filled-in payment difference if Payt has filled this in, so that the outstanding balance is not set to €0.
Click 'Process' at the bottom of the page.
The amount paid will be recorded and the remaining balance will stay outstanding for follow-up.
Example: You have an invoice of €45 and €44 has been paid. You book €44 as a payment and leave €1 outstanding for further follow-up.
Too much has been paid
Here too you have two options: ignore the difference (no refund) or record the overpaid amount on the file (so you can link the refund to it later).
Option 1: Ignore the difference
Choose this option if you are not refunding the overpaid amount to the customer, or if you have already done so.
In a new booking line, select 'Write-off' as the cost type.
Enter the overpaid amount in the administration's default currency.
Click the plus icon to add the booking line with the payment difference.
Click 'Process' at the bottom of the page.
The outstanding balance of the file will be set to €0.
Example: You have an invoice of €45 and €46 has been paid. You book €45 as a payment on the file and €1 as a payment difference. The outstanding amount of the invoice goes from €45 to €0.
Option 2: Record the overpaid amount on the file
Choose this option if you want to refund the overpaid amount to the customer. By recording it on the file, you can easily link the later refund transaction to it.
Enter the full amount paid (including the overpaid portion) as a principal payment on the file.
Click 'Process' at the bottom of the page.
The outstanding balance of the file will be updated to a negative amount. When you make the refund to the customer, you can link that transaction to this file.
Example: You have an invoice of €45 and €46 has been paid. You book €46 as a payment. The outstanding amount of the invoice goes from €45 to -€1. Later you link the €1 refund transaction to the invoice.