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 invoice amount due. You can have several 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 outstanding balance with a supplier. You can use this outstanding credit/debit to pay registered invoices or future invoices.
For greater flexibility, you can create any payment - customer or supplier - in a number of ways.
Directly from an invoice #
From each invoice or credit note, a contextual button Add a paymentis available. A quick-entry window is displayed. By default, the invoice from which the payment is created is included, and is paid for the amount of the payment. For more options, it is possible to display the entire 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 > Bankingtab : 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.