Matching Customer Payment and Invoice Records

This document explains how you:

  • Match a customer payment to one or several invoices, credit invoice records, or on account records in accounts receivable or accounts payable
  • Manage unauthorized deductions made by the customer (debit notes)
  • Match invoice records do create a credit memo.

Outcome

Customer payments are matched to a customer invoice or supplier invoice, debit notes are managed, and credit memos are issued. An accounting journal is printed.

The general ledger and accounts receivable/payable are updated. See the documents listed in the See Also section.

Before you start

The starting conditions listed in Adjusting Customer Payments must be met.

Follow These Steps

To resolve difference between Payment and Invoice Records, perform the following steps:

  1. Manually Match Invoice and Payment Records

    Match a customer payment to one or several invoices, credit invoice records, or payment records in 'Payment Received. Record' (ARS110). Matching is usually done for credit invoice and on account records.

  2. Manage Customer Debit Note

    Accept a debit note and apply it to one or several payment or invoice records in (ARS110).

    A debit note is a statement from the customer informing that a deduction from the invoiced amount has been made due to a certain complaint. Instead of filing a formal complaint and awaiting a credit invoice, the customer sends a statement informing about the deduction either as a separate document or in the actual payment.

  3. Create Credit Memo by Matching Customer Payment Record to Credit Invoice Record

    Create a credit memo for one or several customer invoices in (ARS110).

    A credit memo is a combined credit invoice record and receipt used to:

    • Close outstanding transactions
    • Function as a receipt informing the customer that a specific credit invoice record has been used to clear certain invoices and/or on account records. The receipt is created by using the standard letter function.

  4. Perform Netting of Customer Payment Difference against Supplier Invoice

    Match a recorded difference between the customer invoice and the payment received to a supplier invoice. This is called netting.

    Netting is usually done when a customer, who is also a supplier, has deducted a certain amount from the invoiced total, with reference to an outstanding invoice previously sent to the user. Netting is a common procedure when a customer is a major retailer.

    You allocate the deducted amount directly to the invoice in accounts payable when processing the payments in 'Payment Received. Record' (ARS110).

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