To link transactions to dossiers you need the 'Reconciliation' module. Read more: How do I activate the 'Reconciliation' module in Payt?
Preparation: opening a bank transaction and linking a dossier
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 dossier. If so, the payment difference has likely already been filled in automatically.
Is no suggestion available yet? Manually link the correct dossier to the transaction. Payt will then try to fill in the payment difference automatically.
Click the three lines in the top right of the dossier to show the booking lines. You will then see which amount is booked to the principal of the dossier (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 dossier) 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 booking' at the bottom of the page.
The outstanding balance of the dossier 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 booking' 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 dossier (so you can link the refund to it later).
Option 1: Write off the difference
Choose the option that suits the scenario best in the menu at the bottom:
If you choose 'Leave unallocated' the unallocated amount will remain open on the transaction. You can find this transaction under 'Partially linked' in the transaction overview.
If you choose 'Write-off' the transaction will be marked as processed.
If you choose 'Revaluation' the transaction will get marked as being revaluated and the transaction will be marked as processed.
Click 'Process booking' at the bottom of the page.
The outstanding balance of the dossier 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 dossier 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 dossier
Choose this option if you want to refund the overpaid amount to the customer. By recording it on the dossier, 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 dossier.
Click 'Process booking' at the bottom of the page.
The outstanding balance of the dossier will be updated to a negative amount. When you make the refund to the customer, you can link that transaction to this dossier.
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.