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Managing Payment Entries

JustOn allows for tracking collections for invoices. To this end, it can register payment operations that have occurred in external systems as payment entries and match them to invoices. Each payment entry represents a record of a bank statement, that is, a registered payment operation intended to meet an open invoice amount.

Basically, there are two ways to acquire payment entries:

  • via an integration with an external payment provider, like PayPal or Stripe, or
  • importing bank statements from CSV files.

Info

This documentation covers the payment entry import from CSV files.

After importing payment entries, you assign them to invoices. This is a two-step process:

First, JustOn automatically matches payment entries to existing invoices and dunnings. This produces a list of likely matches based on the following main conditions:

  • The invoice has the status Open, or, respectively, the dunning has the status Closed.
  • The invoice number or, respectively, the dunning number is found in the reference field of the payment entry.

If JustOn cannot find a matching invoice number, it compares the contents of the reference field with the account number. For further details, see Matching Logic.

Second, after reviewing the matching proposals, users assign the payment entries to invoices or dunnings. This creates balance records of the type Payment, which are assigned to the corresponding invoices or dunnings. The originally imported payment entries are set to the status Converted.

Overpayments are split along the open invoice amount: one part covers the open invoice amount and is assigned to the invoice, whereas the remainder is assigned to the account. If there are more than one open invoices found for an account, JustOn settles the oldest one first.

For payment entries assigned to dunnings, JustOn distributes the payment amount to the invoices referred to by the dunning. The oldest invoice of the dunning is settled first. In case of an overpayment, JustOn creates an account balance for the remaining amount.

Info

For information about payment entry data, refer to the Payment Entry object reference.

Importing Payment Data

Payment Amount Calculation

When creating the payment entry from imported payment data, the effective payment amount is calculated as follows:

Field Description
Credit For deposits from customers. An empty value equals 0.
Debit For payouts to customers. An empty value equals 0.
Payment Amount Credit - Debit

Info

The invoice amount or credit amount is matched against the calculated payment amount.

Settling a credit of -10 €

Import

Credit Debit Payment Amount
10 -10

or

Credit Debit Payment Amount
-10 -10
Settling an invoice of 10 €

Import

Credit Debit Payment Amount
10 10

or

Credit Debit Payment Amount
-10 10

Starting Payment Data Import

Note

Make sure that the CSV file import is configured according to your CSV file format. For details, see CSV Import Configuration.

  1. Open the Payment Entries tab.
  2. Click Import CSV File.

    pay_entry_import
    Selecting a CSV file for a payment data import

  3. Select the CSV file to be uploaded, and select the corresponding CSV import configuration.

    Optionally, specify the rows to be skipped during the import.

  4. Click Upload File.

    This starts the import process. The Info section shows the process progress.

    After the import is completed, JustOn displays the list of payment entries.

Import example

With the following CSV import configuration

1 BookingDate__c;2 Reference__c;3 Credit__c;4 Debit__c

you can import, for example, credits using this simple CSV file:

2017-10-12;2017-00023;150,00;0
2017-10-13;2017-00045;80,00;0
2017-10-16;2017-00078;260,00;0

Be aware that the CSV structure and the corresponding import configuration depend on your environment.

Matching Payment Entries

Matching Logic

Basically, the automatic matching process compares all words (strings separated by spaces) that are contained in the Reference field of the payment entry with specified fields of matching target objects. The custom setting Payment Matching Fields determines which fields of which objects to consider, controlling the matching scope.

The matching process involves multiple passes.

The basic procedure compares the payment entry Reference content with invoice fields. To this end, JustOn ships pre-defined matching settings for the invoice number and the account number:

Name Field Active Source
Invoice Number Name (= Invoice No.) Invoice__c
Account Number Account__r.AccountNumber Invoice__c

Should this pass yield no results, a second one is performed: JustOn searches fields of related objects in order to find the correct invoice, like a customer number from the account.

Note that the order of the matching field definitions is irrelevant to the matching process. In the first pass, all invoice fields are examined, in the second pass all other fields.

Info

For the payment matching to succeed,

  • avoid specifying multiple invoices per payment operation, and
  • prevent line breaks, space characters or semicolons from breaking the invoice number in the reference string.

Importing payment entries as output by accounting systems (rather than bank statements) helps facilitate the payment matching in JustOn.

In some cases, a payment entry may increase an open invoice amount, for example, with return debits or chargeback fees. Usually, JustOn does not match payment entries with invoices if this would increase the open invoice amount. You can, however, force JustOn to do so using the force matching option when executing the matching or assignment procedure.

Usually, no customization is needed. Depending on your data or business requirements, you may need, however, to modify the matching logic. In this case, make sure that you use only fields that are set to be unique, that is, whose value can only exist once in your org. Otherwise you may produce poor results or break the matching logic.

Info

For details about customizing the matching logic, see Payment Matching Fields.

Executing Matching Procedure

Note

Make sure that the matching fields are configured according to your payment data and target object. For details, see Payment Matching Fields.

To execute the automatic matching process:

  1. Open the Payment Entries tab.
  2. From the list view picklist, select New.
  3. Select the checkboxes next to the payment entries you want to match to target objects.

    Not explicitly selecting payment entries includes all listed payment entries.

  4. Click Match.

  5. Select the checkboxes next to the targets to which you want to match the selected payment entries.
  6. Optionally, select the checkbox Force matching regardless of amount examinations to force matching and skip the amount test.

    If you enable the force matching feature, you must check the match result precisely. If matches are not created as intended, modify the reference and repeat the matching process.

  7. Click Continue.

    This executes the automatic matching process.

Note

Use the force matching feature with caution. If enabled, the matching process may not yield the best result.

Consider the following example:

PaymentEntry: {Reference: ACC-12345 ..., PaymentAmount: 2088.12}
    Invoice1: {Account:ACC-12345, Name: AB-2013-00001, Balance: 2088.12}
    Invoice2: {Account:ACC-12345, Name: AB-2013-00002, Balance: -3088.12}

If the force matching feature is disabled, PaymentEntry definitely matches Invoice1.

With the force matching feature enabled, however, it is possible that PaymentEntry matches Invoice2.

Executing Assignment Procedure

Info

The assignment procedure executes a matching process before actually assigning the payment entries to invoices.

If you enable the force matching feature, you must check the match result precisely. To this end, execute a matching process before actually assigning payment entries.

If matches are not created as intended, modify the reference and repeat the matching process. Once all matches are created correctly, you can proceed to the assigning process.

To finally assign matched payment entries to target objects:

  1. In the Payment Entries tab, select Matched from the list view picklist.
  2. Review the matches.
  3. Select the checkboxes next to the payment entries you want to assign to target objects.

    Not explicitly selecting payment entries includes all listed payment entries.

  4. Click Assign.

  5. Select the checkboxes next to the targets to which you want to assign the selected payment entries.
  6. Optionally, select the checkbox Force matching regardless of amount examinations to force matching and skip the amount test.
  7. Click Continue.

    This creates balance records of the type Payment, assigned to the corresponding target objects, and sets the selected payment entries to the status Converted.