📍 Where can I find this module?
Main menu > Sales > Payments
In KAFINEA, a payment can either be directly linked to an invoice or be a stand-alone record for later use:
- If a payment is linked to an invoice, it reduces the amount due on that 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 balance with your company, or your company has an outstanding balance with a supplier. You can use this pending credit or debit to pay existing invoices or future invoices.
For greater flexibility, you can create any payment - customer or supplier - in a number of ways.
Directly from an invoice #
On each invoice credit memo, a context menu button ‘Add a payment’’ is available. A quick entry window appears. By default, the invoice which the payment is created is included and is marked as paid for the payment amount. For more options, you can view the full form.
Directly from the Customer or Supplier Account #.
From each customer or supplier account, a contextual button Add a payment is available. A quick-entry window is displayed, with today's date by default. For more options, such as assigning invoices to this payment, it is possible to display the entire form. For new users, we strongly suggest that you display the complete form, so that you can check all the elements of the payment.
From the Payments list #
It is possible to create a payment with the main information. It is not mandatory to include invoices to break them down. The following article: How to associate a payment with one or more invoices? provides information on 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 > Banking ***, tab: Invoice Reconciliation
When associating a bank transaction line (left-hand table) and an invoice (right-hand 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 apply regardless of the type of third party.
Please note The main payment information cannot be modified after registration. Only the breakdown of the payment between different accounting documentsinvoice and credit note) can be modified.
Good to know: The payment method you choose affects the automatic generation of accounting lines, as each payment method has its own accounting account assignment.
Since the creation of the #
Payment creation can be automatic in a certain context: the creation of a SEPA-compliant direct debit. When a direct debit is registered, various automatic actions are triggered, including :
All customer invoices eligible for payment are detected, and the payment corresponding to each invoice is created and attached to the direct debit you've just created.
Automatic payment creation via workflow #
Kafinea can automatically generate a payment to settle a invoice using a configurable workflow. This automation is particularly useful for invoices paid by direct debit.
How it works:
- When the workflow conditions are met (for example, the invoice to a certain status), Kafinea checks that the remaining balance of the invoice greater than a minimum threshold (€0.20)
- The default payment method for direct debit is automatically selected
- A payment is created and linked to the invoice settle it
Good to know: This automation applies only to invoices with a significant balance (over €0.20). Invoices that have already been paid or have a negligible remaining balance do not trigger an automatic payment.
Important: The payment method used is the one set as the default for direct debits. Make sure this setting is correct in your company's configuration before activating this workflow.