Payment reconciliation (Xentral Receipt of payment)

You can import the current bank statements of the business accounts to link incoming payments with open orders and thus preassign them for the accounting export.

To do this, select the pencil icon in the menu column in the overview (Accounting → Receipt of payment).

When you have selected the pen icon, you will get to this screen:

Xentral automatically detects during account import if a posting has already been imported at an earlier time. In this case, the entry will not be imported again.

The "Complete all automatically recognized bookings" button will immediately post all recognized bookings at once, regardless of whether they are located on other pages.

If the subject of a transfer contains references to an invoice/ order and the transfer amount matches the order value, Xentral automatically suggests the appropriate link (green highlighted lines in the screenshot). In this case, payments are linked to orders for prepayment methods (e.g. PayPal, credit card, prepayment) and to invoices for other payment methods (e.g. payment on account, cash payment, cash on delivery).

Incoming payments that are not automatically recognized remain grayed and can be manually linked to the appropriate orders/ invoices/ credit notes. Outgoing payments are highlighted in red in the import view.

In the overview of incoming payments there is a direct PDF preview for the documents that can be linked (payables, invoices, credit notes and orders).

The type of entry is indicated by the color of the line:

A quick creation of clarification cases is possible directly in the overview of incoming payments. Via the “!” icon the dialog box appears to mark the entry as a dispute case and to enter a reason.

It is possible to filter for clarification cases in the Bank statements tab. This marking can be used, for example, for communication between the employee processing the incoming payment and the accounting department.

It is possible to link liabilities in the incoming payment as well. In this case, the status of the liability will be set to "paid". If the payment import is undone, the status of the liability will not be reset. It remains set to "paid". This is to prevent multiple payments.

Payments can also be posted to multiple orders:

For liabilities, the procedure is as follows:

If the sum of the payment amount is less than the value of both orders/ liabilities, the available "remaining amount" is posted to the last posted order number. This order is not marked as paid because there is too little money linked.

Return debits can be posted to an invoice again. The invoice is then changed back to "open" and the direct debit amount is displayed including the fee.

The invoice is displayed normally in the dunning system. As soon as the customer has transferred, the new payment can be posted back to the invoice. The remaining amount (fee) can either be given as a discount or the customer remits it.

If a charge back is to be assigned to multiple invoices, use the following workflow:

Example with two invoices: If there are two invoices that have to be posted by return debit, the assignment can be made as follows: In order for the item to be split, go over the pen and reduce the "TARGET" amount there to an invoice value including the charge back fee.

In the example below, the bill is for 19.04 euros and the charge back is 33 euros.

After the entries are saved, the entry is split and the items can each be posted to the invoice.

Bank statement postings can also be split if, for example, two invoices have been paid in one sum or an overpayment has occurred.

Example:

In the receipt of payments, click on the pen icon for such a booking.

After that, you can search for the document number (RE) and use the arrow under Menu to take over the information of the document.

By clicking on the "Save" button below, the entry is completed and appears as a new line. The original line is highlighted in turquoise and consists of the remaining amount. This line can now be linked to the credit note and click on "Finish entries":

Analogous splitting can also be done for outgoing payments or liabilities.

Select the pencil icon to the right of a booking and enter the missing data in the dialog box.

Expenses and revenues that do not concern customer accounts (orders, invoices, credit notes) can be posted directly to accounts of the deposited chart of accounts.

In addition, it is possible to create and link liabilities directly from incoming payments.

In the dialog window the liability can be created. If the amount of the liability and that of the incoming payment match, the status will be changed automatically.

A new tab appears to see all statements across all business accounts. Of course, the employee's project assignments are still taken into account here so that you don't see too much.

In this interface there are the same filter options as in the posting overviews of the individual accounts.

Links between document and bank statement posting can be undone. It should be noted that this does not create a new entry (for accounting). The original entry is deleted and the new entry is created. The date of the posting is still the date of the bank posting.

Accounting → Receipt of payments →

Completed links can be resolved with the action:

This entry is opened and is now to be posted again in the account statements.

It is possible to set additional properties by clicking on the Edit icon.

Accounting → Receipt of payments → . The link of a payment amount to an order or an invoice can also be edited or changed manually (e.g. changing the distribution of an amount to several invoices). The linking of a bank statement to one or more invoices can be seen directly in the bank statements. To do this, open the payment at the front with the blue arrow.

Click on the order number to change these entries. You are in the order now. Open the Protocol tab. Here you will find the payments. You can open these payments by clicking on zur Buchung.

Now the view of a single bank entry appears. At the bottom you can see the link to one or more invoices, which can be edited.

It is possible to click on the individual entry and edit the amount by entering a new amount (e.g. 10 EUR is entered with separator "dot": 10.00) and clicking on "ok".

In this expert mode, it must be taken into account that the changed amounts add up to the total of the account posting.

The posting for a single invoice can be seen in the log of the document.