To automatically match incoming transactions, you need the 'Reconciliation' module. Read more: How do I activate the 'Reconciliation' module in Payt?
Writing off a payment difference when too little has been paid
If your customer has paid too little, you can choose how to handle this:
Write off the transaction and waive the difference, setting the outstanding balance of the case(s) to 0 so that no further follow-up takes place.
Write off the transaction and leave the underpaid amount outstanding, so the remaining balance continues to be followed up.
Option 1: Writing off the transaction and waiving the difference
Open the transaction you want to match.
Check whether Payt has already suggested which case should be linked.
Is there already a suggestion? The payment difference has likely already been filled in.
Is there no suggestion yet?
Link the correct case(s) to the transaction. Payt will immediately try to fill in the payment difference. If that doesn't work or the result is incorrect, continue with the steps below.
Click the eye icon at the top of the case to show the booking lines.
Select '+ Add booking line' between the case and the booking lines.
Select 'Payment difference' as the purpose.
Enter the payment difference amount in the default currency of the administration. This is the amount that will be waived on the case.
Select 'Process' on the right to complete the transaction.
Example:
You have an invoice of €45. The customer paid €44, meaning there is a payment difference of €1. You do not want to follow up on this invoice for this difference, so you waive it.
You register €44 as payment toward the outstanding amount. You book €1 as the payment difference.
Option 2: Writing off the transaction and leaving the underpaid amount outstanding
Open the transaction you want to match.
Check whether Payt has already suggested which case should be linked.
Is there already a suggestion? The payment difference has likely already been filled in.
Is there no suggestion yet?
Link the correct case(s) to the transaction. Payt will immediately try to fill in the payment difference. If you do not want to register it, remove the payment difference.
Select 'Process' on the right to complete the transaction. The outstanding balance of the case(s) will be updated, and the remaining outstanding balance can continue to be followed up.
Example:
You have an invoice of €45. The customer paid €44, meaning there is a payment difference of €1. You want to follow up on this amount via Payt and therefore do not waive it.
You register €44 as payment toward the outstanding amount. You leave €1 outstanding.
Writing off a payment difference when too much has been paid
If your customer has paid too much, you can choose how to handle this:
Write off the transaction and ignore the difference, setting the outstanding balance of the case(s) to 0.
Write off the transaction and book the overpaid amount to the cases, setting the outstanding balance of the case(s) to a negative amount. This will not be followed up. You can then refund the overpaid amount to the customer and link that transaction to the case(s).
Option 1: Writing off the transaction and ignoring the difference
Open the transaction you want to match.
Check whether Payt has already suggested which case should be linked.
Is there already a suggestion? The payment difference has likely already been filled in.
Is there no suggestion yet?
Link the correct case(s) to the transaction. Payt will immediately try to fill in the payment difference. If that doesn't work or is incorrect, continue with the steps below.
Select '+ Add difference' at the top.
Select 'Payment difference' as the purpose.
Enter the overpaid amount in the default currency of the administration. This is the amount that will be written off on the transaction.
Select 'Process' on the right to complete the transaction.
Example:
You have an invoice of €45. The customer paid €46, meaning there is a payment difference of €1. You want to ignore this payment difference and not refund it to your customer, so you register on the transaction that you do not wish to do anything with this difference.
You book €45 as payment toward the outstanding amount of the case. You book €1 as the payment difference.
Option 2: Writing off the transaction and booking the overpaid amount to the cases
Open the transaction you want to match.
Check whether Payt has already suggested which case should be linked.
Is there already a suggestion? The payment difference has likely already been filled in.
Is there no suggestion yet?
Link the correct case(s) to the transaction. Payt will immediately try to fill in the payment difference. If that doesn't work or is incorrect, continue with the next step.
Enter the overpaid amount in the payment field.
Select 'Process' on the right to complete the transaction.
Example:
You have an invoice of €45. The customer paid €46, meaning there is a payment difference of €1. You want to register this payment difference on the invoice so that it is clearly visible in Payt and you can easily link the refund to the invoice later.
You book €46 as payment toward the outstanding amount. The outstanding balance of the invoice is updated to -€1.