Payment matching rules

Overview of rules

If you go to Invoicing / Settings / Bank / Rules, a table with payment matching rules appears. These rules are used during automatic processing of payment imports.

The individual columns contain further information about each of the rules.

The rules can be ordered using the arrows in the Priority column. A rule that is higher up takes precedence over a rule that is lower in the hierarchy.

In the Active column, the individual rules can be activated or deactivated. A deactivated rule is not used in the payment matching process.

System rules cannot be edited or deleted. You can only activate or deactivate them. Custom rules can be deleted. They can also be edited, but only if they are active.

Above the table itself, there are two buttons: Add rule and Test rules.

Add rule

When you click on the Add rule button, a form appears that consists of three parts.

In the first part (Data), you can specify which data is to be used in the payment matching process:

• Data from the Client card
• Data from issued invoices

In the second part (Criteria), you can choose criteria that will be used in the payment matching process:

• Variable symbol
• Specific symbol
• Payment note
• Bank account number
• Amount

At least one criterion must be chosen. If you choose more than one, all of them must be satisfied for a payment to be matched to a particular invoice.

Available options in the second part of the form:

• Variable symbol has to be the same as:
  • Invoice number
  • Client number
  • Assigned variable symbol
• Specific symbol has to be the same as:
  • Invoice number
  • Client number
  • Assigned variable symbol
• Payment note has to be the same as:
  • Invoice number
  • Client number
  • Assigned variable symbol
• Bank account number from the payment details = client’s bank account number:
  • Yes
  • No
• Payment amount:
  • = Invoice amount: Payment amount has to be the same as invoice amount (= Fully paid invoice).
  • < Invoice amount: Payment amount has to be lower than invoice amount (= Partially paid invoice).
  • > Invoice amount: Payment amount has to be higher than invoice amount (= Fully paid invoice + Overpayment).

In the third part (Action), you can choose which action is to be taken if the criteria are satisfied:

• Match to the oldest invoice
• Match to the newest invoice
• Add to credit
• You can enter a description into the Note field. This description will then appear next to each and every payment matched based on this rule.

Test rules

• Using the Test rules button, you can check whether payment matching works the way you want it to.
• Enter payment details into the form and click on the Test button.
• A table with rules appears. There is an additional column in the table: Number. Non-zero number = Match found.
• Deactivated rules are marked in red.