📍 Where can you find this module?
Main menu > Sales > Payments
In KAFINEA, a payment can either be directly linked to an invoice or be a standalone record for later use:
- If a payment is linked to an invoice, it reduces the amount due on the invoice. You can have multiple payments linked to the same invoice. If a payment is not linked to an invoice, the customer has an outstanding credit with your company, or your company has an unpaid balance with a supplier. You can use this pending credit/debit to pay recorded invoices or upcoming invoices.
For more flexibility, it is possible to create a payment, whether Customer or Supplier, in several ways.
Directly from an invoice #
From each invoice or credit note, a contextual button ‘Add a payment’ is available. A quick entry window is provided. By default, the invoice from which the payment is created is included and it is paid for the payment amount. For more options, it is possible to display the full form.
Directly from the Customer Account or Supplier Account #
From each Customer or Supplier account, a contextual button ‘Add a payment’ is available. A quick entry window is provided, with the current date by default. For more options, such as allocating invoices to this payment, it is possible to display the full form. For new users, we strongly suggest displaying the full form in order to properly verify all payment elements.
From the Payments list #
It is possible to create a payment with the main information. It is not mandatory to include invoices to allocate them. The following article: How to associate a payment with one or more invoices? explains how to add one or more invoices to a payment.
From the Invoice Reconciliation tool #
This tool is available via the following path: *** Finance > Accounting > Bank***, tab: Invoice Reconciliation
When associating a bank transaction line (left table) and an invoice (right table), if the amounts are balanced, a payment is automatically created on the date of the bank transaction, with the payment method corresponding to the invoice supplier. A reconciliation is also automatically created.
The methods described above are valid regardless of the type of third party.
Important: The main payment information is not editable after recording. Only the allocation of the payment between different accounting documents (invoice and credit note) is editable.
Good to know: The payment method chosen impacts the automatic generation of accounting lines, as each payment method has its own accounting account allocation.
From the creation of a direct debit #
Payment creation can be done automatically in a certain context: the creation of a SEPA-compliant direct debit. When recording a direct debit, various automatic actions are triggered, including:
All customer invoices eligible for payment are detected, the payment corresponding to each invoice is created and attached to the direct debit you just created.
Automatic payment creation by workflow #
Kafinea can automatically create a payment to settle a customer invoice via a configurable workflow. This automation is particularly useful for invoices paid by automatic direct debit.
How it works:
- When the workflow conditions are met (for example, the invoice changes to a certain status), Kafinea verifies that the remaining balance of the invoice is above a minimum threshold (€0.20)
- The default payment method for direct debit is automatically selected
- A payment is created and associated with the invoice to settle it
Good to know: This automation only concerns invoices with a significant balance (above €0.20). Invoices already settled or with a negligible residual balance do not trigger automatic payment.
Important: The payment method used is the one configured by default for automatic direct debits. Verify that this setting is correct in your company configuration before activating this workflow.