How to Match Payments Directly from Invoices and Bills

Overview:

Matching payments directly from invoices and bills ensures accurate financial records, streamlines reconciliation, and enhances cash flow tracking. This guide walks you through the process of matching payments to invoices and bills in QNE Software, making it easier to manage customer payments and supplier obligations efficiently.

Scenario:

A business receives payments from customers for outstanding invoices. Instead of manually recording payments separately, the system allows direct matching from the invoice list. Similarly, businesses paying suppliers can match payments directly from the bill list to ensure smooth reconciliation.

Solution:

1. Navigate to Sales Invoices.

2. Locate the Actions column.
   
   
   
   
3. If the payment icon is enabled, the invoice is available for payment processing.
   
   Note: Disabled icons mean it was already processed for payments.
   
4. To process a single payment

   • Click the payment icon corresponding to the invoice.

   • This opens the Receive Payment window, where the invoice details are auto-filled.
     
     
     

     • Confirm or edit payment details as necessary.

     • Click Save to finalize the payment.
       
       

5. To process multiple invoices for the same customer

   • Select the invoices you want to pay.
     
     
     

   • Click the three-dot menu (...) and choose Add Payment.
     
     
     

   • The Receive Payment window opens, automatically matching the selected invoices.
     
     
     

   • Review and confirm the payment details.

   • Click Save to complete the process.

Note: The same approach will be applied in the supplier side for payments.

Application:

Example 1: Customer Payment Matching

ABC Company receives a payment from Customer X for three outstanding invoices. Instead of recording each payment manually:

• The user selects the three invoices from the Sales Invoices list.

• Click the three-dot menu and select Add Payment.
• The system opens the Receive Payment window with the invoices pre-matched.

• The user reviews the details and clicks Save, reducing manual entry and preventing errors.

Example 2: Supplier Payment Matching

XYZ Enterprises needs to settle an outstanding bill from Supplier Y. Instead of manually entering the transaction:

• The user navigates to Bills and clicks the payment icon for the outstanding bill.

• The Pay Bill window opens with the bill pre-filled.

• After verifying the details, the user clicks Save, ensuring accurate reconciliation.

Supported Transactions

These features are available for the following transactions:

For Receive Payments:

Customer Module:

• Invoices

• Customer Debit Notes

Sales Module:

• Sales Invoices

• Sales Debit Notes
• Cash Sales (posted to AR)

For Pay Bills:

Supplier Module:

• Bills

• Supplier Debit Notes

Purchases Module:

• Purchase Invoices

• Purchase Debit Notes
• Cash Purchases (posted to AP)

By using direct payment matching in QNE Software, businesses can improve accuracy, reduce processing time, and maintain up-to-date financial records effortlessly.