Payment Registration and Linking to Accrual Documents
Purpose
Registration of incoming and outgoing payments, as well as their linking to accrual documents (orders and invoices).
This article describes the payment documents used, available operations, and the mechanism for linking payments with accounting documents.
Payment Registration Documents
Payments are registered using the following documents:
- Receipt to Bank Account
- Bank Payment
- Cash Receipt Voucher
- Cash Disbursement Voucher
- Incoming Crypto Transfer
- Outgoing Crypto Transfer
The documents “Incoming Crypto Transfer” and “Outgoing Crypto Transfer” are available only if the option
“Use Cryptocurrency Payments” is enabled in the system settings.
The set of mandatory fields and available operations depends on the selected document and operation type.
Receipt Document Operations
Customer Payment
Standard scenario, default operation.
The following linking options are available:
- On the “Payment Details” tab, the payment can be preliminarily linked to an order.
In this case, the payment status of the order will change. - On the “Invoices” tab, the payment can be linked to already registered sales invoices.
Linking a payment to an invoice changes the invoice payment status
and, if an order exists, also changes the payment status of the order.
Refund from Supplier
The supplier returns previously transferred funds, for example:
- overpayment;
- claim settlement;
- return of goods;
- service not provided.
If a purchase invoice was registered for the supply, the supplier must issue a rectifying invoice.
This correction must be registered in the system based on the original invoice.
Transfer of Own Funds to a Bank Account
Used to record internal fund movements:
- from cash desk to bank account and vice versa;
- between bank accounts of the same company.
The document table is filled using:
- Bank Payment;
- Cash Disbursement Voucher
in similar modes.
Before filling the table, specify the “Responsible Person” field — it is used for selecting documents.
Other Cash Receipt
Used for operations unrelated to payments:
- tax refunds;
- refund of penalties and fines;
- other receipts.
Usually processed by the accountant.
Requires mandatory specification of accounting accounts.
Receipt of Funds from Credit Line
The operation is available only if the setting
“Use Promissory Notes, Credit Lines, Factoring and Confirming” is enabled.
Payment Document Operations
The set of operations is similar to the operations of receipt documents.
Supplier Payment
Standard scenario, default operation.
The following linking options are available:
- On the “Payment Details” tab, the payment can be preliminarily linked to an order.
In this case, the payment status of the order will change. - On the “Invoices” tab, the payment can be linked to purchase invoices.
Linking a payment to an invoice changes the invoice payment status
and, if an order exists, also changes the payment status of the order.
Refund to Customer
Used to return funds to the customer in cases of:
- overpayment;
- claim settlement;
- return of goods;
- service not provided.
If a sales invoice was issued for the sale, it is necessary to register a rectifying invoice
based on the original invoice.
Transfer of Own Funds to a Bank Account / Cash Desk
Used to record outgoing funds during internal transfers.
To register the receipt of funds, create a receipt document
with the operation “Transfer of Own Funds to a Bank Account”.
Transfer of Own Funds to Cash Desk
Similar to the previous operation.
To register the receipt of funds, use a receipt document
with the operation “Transfer of Own Funds to Cash Desk”.
For more details, see the article:
Transfer Between Own Accounts
Tax Payment
This operation is used to record tax payments.
The document table is filled with declarations for which the payment is made.
Other Cash Payment
Used for operations unrelated to payments:
- penalties;
- fines;
- other write-offs.
Usually processed by the accountant.
Requires mandatory specification of accounting accounts.
Credit Line Repayment
The operation is available only if the setting
“Use Promissory Notes, Credit Lines, Factoring and Confirming” is enabled.
Similar Documents
A similar set of operations is implemented in the following documents:
- Incoming Crypto Transfer
- Outgoing Crypto Transfer
- Cash Receipt Voucher
- Cash Disbursement Voucher
Linking Payments with Accrual Documents
In standard scenarios:
- receipts are linked to sales invoices;
- payments are linked to purchase invoices.
The linking is implemented on the “Invoices” tab, available in:
- payment operations;
- customer and supplier refund operations.
Invoice Selection Mechanism
- Accrual documents are selected automatically using the “Refresh” button
when the payer and payee are specified in the upper part of the document. - It is possible to select multiple invoices and specify which part (usually 100%) is covered by the payment.
Similar functionality is available in invoices on the “Payments” tab.
Links between invoices and payments can be edited until year closing,
even if invoice editing is already unavailable due to their inclusion in tax declarations
or data transfer through AEAT integration.
Banking Integration
The banking integration tool allows you to automatically import bank account transactions and create corresponding accounting documents in the system.
Depending on the settings and selected scenario, bank operations can be processed:
- manually — the user independently analyzes transactions and creates documents;
- semi-automatically — using templates for typical operations;
- automatically — using assistants that create documents based on matching rules.
Documents created through banking integration participate in the general payment accounting mechanism and can be linked to orders and invoices.
For more information about setting up and using banking integration, see the separate article:
Banking Integration