Split one bank transfer over several invoices

Introduction

Business customers often pay several invoices with one bank transfer. RentVisie lets you book that single sum against all the invoices it covers in one go, instead of recording a separate payment on every invoice.

There is no upload of a bank-statement file: you enter each transfer by hand, one customer at a time. The work happens on two screens. The first is headed Open invoices of followed by the customer's name and number, for example Open invoices of De Vries Bouw BV (10233). Four balance figures sit across the top. Below them are the payment boxes and the Allocate and Settle deposit buttons, then the customer's open invoices with a tick box on each row. A list headed Unallocated payments closes the screen. The second screen, Register invoice payments, shows one card per ticked invoice, each with its own Amount box.

You will use this when:

• a lease customer pays three monthly invoices with one transfer at the end of the quarter
• a customer's transfer says "invoices 20412, 20437 and part of 20455"
• a customer's held deposit should now pay their open invoices

Words used on these screens

Skim these once; they come back in the steps:

Every way to reach the open invoices

Use this page when one amount of money covers one or more invoices of the same customer.

How to use

Configuration

One setting decides which payment method is already filled in.

1. From the main menu open Admin, then Settings, then click the Financial tile. The screen is headed Financial settings.
2. Find Assign bulk payment method. An empty box counts as Bank. Pick another method only if bulk sums usually arrive some other way.
3. Click Save.

It fills in Payment method from then on; you can still change it on both screens. Payments already registered keep their method.

Before you start: the Outstanding balances list and both screens on this page need a Company admin account. With another account the list stays empty and the banknote icon does not appear. Ask your administrator. Only invoices that have been sent appear: a draft invoice has to be issued first, see Invoice numbers and dates.

Using the open invoices screen

1. From the main menu open Financials, then click the Outstanding balances tile. Find the customer by typing part of their name in the filter box under Name.
2. At the right-hand end of the customer's row are two small icons with no text: a person, which opens the customer record, and a banknote. Click the banknote. The Open invoices of screen opens, newest invoice first. Each row shows Invoice number, Invoice date, Due date, Total incl. VAT, Open, Deposit held, Payment status and Attention.
3. Tick every invoice the transfer covers. Amount received fills itself with what is open on the ticked invoices, and Selected: under it shows the same total.
4. Change Amount received to the sum on the bank statement if it differs. Once you have typed your own amount, ticking more invoices no longer changes it.
5. Check Payment date. It starts at today; change it to the day the money arrived. Check Payment method.
6. Click Allocate. The Register invoice payments screen opens.
7. At the top, Amount received, Payment date and Payment method can still be changed. Pick the Location where the money was received: it starts empty and is required. Reference (bank statement) is optional.
8. Below is the line Open on the selected invoices: … · Still to allocate: …, then one card per invoice, oldest due date first. Each card shows the invoice number and due date, its total and what is open, and an Amount box. The app has already spread the money over the cards, oldest due date first, each up to what is open on it.
9. Change an Amount box if the customer meant the money for a different invoice. Type 0 to leave an invoice out. Still to allocate updates each time you leave a box. Nothing is saved yet.
10. Click Register payments. The button only appears once Still to allocate is 0.00.

The app records one payment per invoice with an amount above 0, closes the screen and shows Registered n payment(s), total amount. Back or Cancel on the second screen throws the whole payment away; nothing was recorded.

Pay invoices from the deposit. On the first screen, tick the invoices and click Settle deposit instead of Allocate. For every booking behind those invoices that still holds deposit, the app moves deposit money across to rent, up to what was invoiced, and puts it on the open invoices. It shows Deposit settled on n booking(s) and reopens the list. There is no undo button: deposit that became rent is no longer offered for a refund on Refunds.

Key details

A worked example. De Vries Bouw BV transfers €1,850.00. The remittance note says "20412 and 20437 in full, rest on 20455". Their open invoices are:

You tick all three. Amount received fills with 1,945.00; you change it to 1,850.00 and click Allocate. Oldest due date first, the app puts €620.00 on 20412 and €780.00 on 20437, which leaves €450.00 for 20455. Still to allocate reads 0.00, so Register payments is there. You pick the Location and register. 20412 and 20437 now read Paid, 20455 reads Partially paid with €95.00 open and stays on the list.

Had the note said "rest on 20412", you could not move more money onto 20412: an Amount box takes at most what is open on that invoice.

What each payment looks like. Each one is an invoice payment, linked to the invoice and to its booking, with the method, date and location you chose. Its reference is what you typed in Reference (bank statement), or otherwise the invoice's branch code, year and number, for example UTR-2026-20455. No payment-received email goes out. When one invoice covers several bookings, the payment is split over those bookings in proportion to their invoice lines. The invoice's Open amount and Payment status update straight away; see See which invoices are paid and open. Each payment reaches your accounting package like any other payment.

Invoices from before go-live. An invoice from before your company started tracking invoice payments shows Before go-live under Payment status; its Open figure is what is still unpaid from that time.

The figures at the top and bottom. Customer balance, Invoice balance, Unallocated payments and Deposit paid are explained on Check what a customer owes and take a payment; a red, minus Customer balance means the customer owes you. The Unallocated payments list at the bottom is money this customer paid that is not on any invoice yet, deposits left out. To put it on an invoice, see Match payments to invoices.

What to do next: click Back and check the customer's balance on Outstanding balances. If part of an invoice is still open, as with 20455 above, chase the rest with a payment request, or let the payment reminders do it once the invoice is overdue.

Q&A

Why does "The amounts per invoice must add up to the amount received." appear? The Amount boxes do not add up to Amount received. Correct a box until Still to allocate reads 0.00. Nothing was registered.

Why does "An amount per invoice must be between 0 and what is open on that invoice." appear? One box holds a minus figure, or more than is open on that invoice. If the customer paid more than all the ticked invoices together, register what covers them and leave the rest as an unallocated payment, see Match payments to invoices.

Why does "Please choose the location where the payment was received." appear? The Location box on Register invoice payments is empty. It never fills itself in on this screen. Pick the location and click Register payments again.

Why does "The amount received must be more than 0." appear? Amount received was 0 or less. Enter the sum from the bank statement.

Why is there no Register payments button? Still to allocate is not 0.00 yet. Change the Amount boxes, or Amount received, until it is.

Why does "Registered 2 of 3 payment(s). Check the invoices that still show money open." appear? One payment could not be saved. The others were. Reopen the banknote icon, check the invoice that still shows money open and record the missing part again.

Why does "Select one or more invoices." appear? No invoice is ticked. Tick at least one, then click Allocate or Settle deposit.

Why does Settle deposit say "There is no deposit to settle"? None of the bookings behind the ticked invoices still holds deposit. The Deposit held column shows which invoices have deposit behind them.

Why is an invoice missing from the list? It is paid, it is a draft, or less than €0.05 is open on it. A fully credited invoice reads Credited and is not listed either. See See which invoices are paid and open.

Why is a credit note not on the list? A credit note is not something the customer pays. A credit note that names an invoice already counts as payment of that invoice. See Take back an invoice with a credit note.

Can a transfer cover invoices of two different customers? Not in one go. The screen only lists one customer's invoices. Split the transfer and do each customer separately.

How do I undo a payment I registered here? A company administrator removes it on Financials → Payments, while it has not yet reached your accounting package. Read Fix a payment that is missing, doubled or not in the accounts first.

Why is the Outstanding balances list empty, or why is there no banknote icon? You need a Company admin account. Ask your administrator.

Related pages: Check what a customer owes and take a payment for balances, Match payments to invoices for money that is not on an invoice yet, Refunds if the customer paid more than they owed, and Accounting sync for how payments reach your bookkeeping.