Managing Payment Entries

JustOn registers invoice-relevant payment transactions that have occurred in external systems as payment entries. Each payment entry record represents a payment operation registered at a bank. See the payment entry as a "container" for external payment information, which must finally be saved as a balance record.

To acquire payment entries, JustOn imports specifically configured CSV files.

pe_match
Matching payments

Users assign the payment entries to invoices, which creates corresponding balance records of the type Payment and associates them with both the (converted) payment entry and the target invoice. The payment entry itself is not directly linked to the invoice. It is the balance association, which reduces the payment amount of the invoice, or, if balanced out completely, sets the (open) invoice Paid.

Info

Using the integration with JustOn Cash Management, JustOn Billing & Invoice Management directly creates payment balance records for the captured amount.

In addition, you can manually set an invoice Paid using the function Register Payment, which also directly creates a payment balance record.

This documentation covers

the payment entry import from CSV files, and
the payment entry matching and assignment.

Payment entry matching and assignment

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

(1) 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.

JustOn compares the contents of the payment reference with specified fields of the matching target objects. If a matching invoice number is found, it always takes precedence over other possible matches. For further details, see Matching Logic.

(2) 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.

If there is no matching invoice or dunning but a matching account, a payment entry can be assigned to the corresponding account. This creates a balance record on the account. Doing so, you can, for example, handle pre-payments received from customers before the invoices are issued.

Be aware of the following payment matching specifics:

For the matching to work, the payment entry field Payment Provider must be empty.
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 sorts them by their date and settles the oldest one first.
If a payment entry matches a cancellation invoice or a canceled invoice, JustOn uses the account of the originally canceled invoice as the matching target. Any created payment balances will be assigned to this account, without relating to the canceled invoice or the cancellation invoice.
If a payment entry matches a paid invoice, JustOn uses the account of the invoice as the matching target. Any created payment balances will be assigned to this account, without relating to the paid invoice.
In case of a chargeback, JustOn includes invoices of the statuses Paid, Settled, Closed and Canceled to find a likely match.
For payment entries assigned to statements (dunnings or account statements), JustOn distributes the payment amount to the invoices referred to by the statement. Again, the invoices are sorted by their date, with the oldest one settled first.

In case of an overpayment, JustOn creates an account balance for the remaining amount.

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

Importing CSV 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 CSV 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.

Open the Payment Entries tab.
Click Import CSV File.

Selecting a CSV file for a payment data import
Select the CSV file to be uploaded, and select the corresponding CSV import configuration.

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

CSV files to be imported must have a unique name.
If applicable, select Import as Chargeback.

This option forces all imported payment entries to become chargebacks, bypassing the automatic chargeback detection, which works only if the conditions for the automatic chargeback detection are met.

Select this option only if you are sure that all entries of the selected CSV file are chargebacks.

If a CSV file contains chargebacks and other entries, you can set a Filter Expression in the CSV Import Configuration to selectively import the chargeback rows only.
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.

JustOn writes the name of the original CSV file into the Info field of the produced payment entry. This helps avoid importing the same file twice.

Import configuration example

The following examples illustrate possible import configurations. To understand the examples, make sure you are familiar with JustOn's approach to the payment amount calculation.

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

Assume a simple CSV file with just four columns: date, invoice number, credit (absolute amount), debit (absolute amount).

2019-10-12;201900023;150,00;0
2019-10-13;201900045;260,00;0
2019-10-16;201900078;0;80,00

Note that the first two entries represent payments, but the third entry represents a payout. So you need this field mapping to correctly set the corresponding payment entry fields:

1 BookingDate__c;2 Reference__c;3 Credit__c;4 Debit__c

This creates the following payment entries on import:

#	Booking Date	Reference	Credit	Debit
1	2019-10-12	201900023	150,00
2	2019-10-13	201900045	260,00
3	2019-10-16	201900078		80,00

Now assume the same payment operations (two payments and one payout) in a more complex CSV file with headers and more information (which you may not need). Note that there is only one column for the amount with both positive and negative values. So you will, consequently, fill one field with these values – namely the one that handles the same positive or negative values with the same payment or payout effect.

Date;Type;Reference;Recipient/Payer;Account;Amount;Currency
2019-10-12;standing order;201900023;Firma;DE75512108001245126199;150,00;EUR
2019-10-13;direct debit;201900045;Individuel;FR7630006000011234567890189;260,00;EUR
2019-10-16;credit;201900078;Zadruga;BA393385804800211234;-80,00;EUR

To extract the information to produce the same payment or payout effect, you need this field mapping:

Date BookingDate__c;Reference Reference__c;Amount Credit__c

This creates the following payment entries on import:

#	Booking Date	Reference	Credit
1	2019-10-12	201900023	150,00
2	2019-10-13	201900045	260,00
3	2019-10-16	201900078	-80,00

Matching Payment Entries

Matching logic

Basically, the matching implementation assumes that you want to balance out an open invoice amount. This is why by default, JustOn assigns a credit payment amount to an open invoice (or, conversely, debit amounts to open credits). For details, see Payment Amount Calculation.

To find the correct assignment target, 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, the IBAN and the account number:

Name	Source	Field	Reference Match Expression
Invoice Number	`Invoice__c`	`Name`
Invoice IBAN	`Invoice__c`	`BankAccount__c`	`[A-Z]{2,2}[0-9]{2,2}[a-zA-Z0-9]{1,30}`
Account Number	`Invoice__c`	`Account__r.AccountNumber`

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.

Info

JustOn compares the payment reference with all specified fields. A matching invoice number, however, always takes precedence over other possible matches.

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.

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.

Info

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

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.

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

To support return debits or other chargeback operations, JustOn allows to handle chargeback payment entries. Assigning a chargeback payment entry creates a balance of the type Chargeback, which offsets a payment balance. Consequently, assigning a chargeback balance to a paid or settled invoice will set the invoice back to the status Open.

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 trigger the automatic matching process:

Open the Payment Entries tab.
From the list view picklist, select New.
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.
Click Match.
Select the checkboxes next to the targets to which you want to match the selected payment entries.
Click Continue.

This executes the automatic matching process.

Executing Assignment Procedure

Info

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

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:

In the Payment Entries tab, select Matched from the list view picklist.
Review the matches.
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.
Click Assign.
Select the checkboxes next to the targets to which you want to assign the selected payment entries.
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.

Assigning batch bookings

Customers may use batch bookings (or consolidated payments) to pay for multiple invoices at once.

Assume the following example: There are three invoices for an account, INV001, INV002 and INV003, with an open amount of 100 € each. Now the customer pays 300 € in one transaction, specifying the reference INV001, INV002, INV003. Settling the three invoices involves three steps:

(1) Applying the usual matching and assignment procedure, you have JustOn match the payment entry with the oldest invoice (INV001) and split the 300 € payment, creating a 100 € payment balance on the invoice and a 200 € payment balance on the account.

(2) Now you manually set the second invoice Paid using the function Register Payment, which assigns another 100 € of the available balance amount on the account to the current invoice (INV002).

(3) Finally, you repeat the operation Register Payment for the third invoice, manually assigning the remaining 100 € to INV003.

That is, when handling consolidated payments or batch bookings, JustOn can only settle one of the involved invoices automatically using the matching and assignment procedure. The remaining invoices must be set Paid manually using the Register Payment operation.