Payments and matching
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In Accounting - United Arab Emirates, a payment is a journal entry on a bank or cash journal. Matching links the payment to the invoice or bill it settles, so the document shows as paid and drops off the aged balances.
Register a payment#
To record money received for an invoice, or paid for a bill:
- Open the confirmed invoice or bill from the Customers or Vendors tab.
- Click Register payment.
- Pick the Journal, a bank or cash journal.
- Check the Date and the Amount. The amount starts at what is still due. Enter less for a part payment.
- Pick the Method: Bank transfer, Cash, Card, Cheque or Other.
- Optionally enter a Memo.
- Click Register payment. Kartlo books the payment and matches it to the open amount.
The document's status changes to Partially paid or Paid. The Register payment button only shows while something is still due.
Payment status#
| Status | Meaning |
|---|---|
| Not paid | Nothing has been matched to the document yet. |
| Partially paid | Part of the amount is matched. The rest is still due. |
| Paid | The full amount is matched. |
| Reversed | A credit note or vendor refund cancelled the document. |
See all payments#
The Payments section of the Customers and Vendors tabs lists every payment with itsNumber, Date, customer or supplier, Method, Memo and Amount.
Match open items#
Use matching when a payment and a document are both open but not linked, for example a payment posted from an order and an invoice you raised by hand.
- Open the Matching section of the Customers or Vendors tab.
- Pick a customer or supplier. Their open items are listed with Number, Date, Due, Debit and Credit.
- Select the items that belong together. You need at least one debit and one credit.
- Check the Debits and Credits totals, then click Match.
If the amounts are not equal, the match is partial and the remaining amount stays open.
Undo a match#
If items were matched by mistake, you can unmatch them in two places:
- Open the invoice or bill. Under Payments and matching, click Unmatch next to the line.
- Open the Partner ledger, find the line and click Unmatch.
Unmatching does not delete the payment. It only reopens both items so you can match them again.
Follow what is owed#
Two views help you chase money:
- Aged receivables and Aged payables split what is outstanding by customer or supplier into Not due, 1-30, 31-60, 61-90, 91-120 and Older days, as of a date you pick.
- The Partner ledger lists every receivable or payable line for a customer or supplier, with an opening balance, a running balance and the match it belongs to.