To link an existing payment to an account invoice

Where a remittance already processed against a rent account is identified as the payment for an outstanding invoice, the two matching transactions can be reconciled through the Link Payment option. This action button allows an end user to forge a match between an existing payment transaction and the invoice detail lines to which it relates, with the supporting workflow steering the desired apportionment method to be employed for the reconciliation process. Once a link has been established, data management rules ensure that the payment transaction is then routinely excluded from subsequent matching activities.

The procedure to link an existing payment to an account invoice is as follows:

1. Navigate to Quick Menu > Rents > Invoicing > Account Invoices Details. The Account Invoice Details window is displayed.
2. Expand a recipient heading from within the nested status progression structure and select an associated account invoice from the alphanumeric list, or type a related descriptor into the Search Invoices field. By default the list is filtered to show Open account invoices. An alternative filter can be applied using the Select view drop-down field: Overdue, Paid, Cancelled or All 1.
3. Click on Details. The Details tab is activated, revealing the recorded account invoice elements at transaction level.
4. Click on Link Payment (to reconcile an existing payment against the entire invoice), or activate the Select tick box adjacent to individual line components as a prerequisite step. The Link Payments window is displayed, revealing all payment transactions recorded against the recipient's rent account in current focus.
5. Activate the Select tick box against one or more payment transaction entries to be reconciled against the account invoice.
6. Click on Select. The Link Payment window is displayed, confirming the total value of the nominated payments and their classification types (e.g. Cash / Cheque, Direct Debit, Standing Order, etc.).
7. Enter a Date stamp for the payment reconciliation action using the adjacent calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
8. Using the Apportionment method drop-down field, select the mechanism by which the existing payment value will be offset against the invoice i.e. All to First Line, Cascading, Evenly, Percentage or Value. The derivation rules supporting each available option are captured in the table below.
9. Optionally, to configure a Percentage or Value apportionment method, click on Next (otherwise, where the All to First Line, Cascading or Evenly options are selected, proceed to step 13). The Link Payment window is displayed, revealing the nominated transactional components within the overall invoice.
10. Highlight the first line entry and enter the apportioned Percentage or Value figure into the corresponding field provided. The Up and Down arrows are available to increment or decrement the figure, as required.
11. Click on Update Line. The apportioned payment split is displayed in the matching grid column.
12. Repeat steps 10 and 11 to complete the apportionment breakdown for all remaining lines.
13. Click on Link. The payment entry is reconciled to the account invoice, and the 'header' / 'detail' status progression values are updated accordingly 2.

Note

1 The Search Invoices field will match against any element of the account invoice reference number or associated recipient.

2 To uphold audit integrity, the original description of any successfully matched payment will be preserved.

See related topics...

Rents account invoice management overview

To manually post a payment against an account invoice

To add detail lines to an account invoice