Payments

The Payments module holds the money that actually came in or went out - on the company's bank accounts, in its cash desks and on its payment cards. From payments ReFIS determines which invoices are paid, how much money the company has and where it is, and how much a project, a car or a department really costs.

You find the module in the menu Money → Payments. The tabs “Incomes”, “Expenditures”, “Deposits” and “Withdrawals” narrow the list to one payment type, the tab “Matching” opens the matching tool.

• Income - money that came into the company, for example payment of an issued invoice to the account or cash from a customer into the cash desk
• Expenditure - money that left the company, for example payment of a received invoice or a leasing installment
• Deposit and Withdrawal - money that only moved within the company. For a deposit and a withdrawal you also choose the type of operation: transfer from account to account, cash withdrawal from an account or from a cash desk, cash deposit to an account or into a cash desk.

A transfer of money between your own accounts is therefore two payments: a withdrawal from one account and a deposit to the other. You record an advance for an employee as a withdrawal from the cash desk with the field “Resp. employee” filled in - you then see the advance in the Deposits and withdrawals report.

• from the bank - bank statement import, via the bank's API or from a file. With the button “Refresh payments” in the matching tool you start the import from the banks right away.
• from sales receipts - a received or issued sales receipt creates a payment in the cash desk or on the payment card
• manually - with the functions “Add income (+)”, “Add expenditure (-)”, “Add deposit (+)” and “Add withdrawal (-)”. For income and expenditure you choose whether the money went through an account, a cash desk or a payment card.
• from an invoiced amount - the function “Pay the amount” on an invoiced amount creates a payment that is already matched with the invoice

A payment remembers the document it was created from - from the payment you get to the statement or the sales receipt with a click.

In the list you see the external person (or the responsible employee), the description, the amount without VAT and with VAT, the payment date and the labels. The first column is the variable symbol - in companies outside Slovakia and the Czech Republic the payment reference.

Above the list you narrow the payments by text, period, account, cash desk or card, VAT rate, currency, person and labels. Detailed search adds, for example, amount from - to, note, matching status (unmatched, partially or fully matched, closed), linking status, cancellation status, product, responsible employee, fulfillment date and the type of document the payment is on.

Basic functions

• adding a payment (see above), “View amount”, “Edit amount” and “Delete amounts”
• “Cancel amount” and “Reverse amount cancellation” - a cancelled payment stays in the list crossed out and is not counted. Only a small group of people should be allowed to delete, cancellation is enough for the others.
• “Merge payments” - makes one payment out of several
• changing the payment type - “Change Income->Deposit”, “Change Deposit->Income”, “Change Expenditure->Withdrawal”, “Change Withdrawal->Expenditure”. Useful after a bank import when a transfer between your own accounts came in as income; you solve it permanently with a rule for payment import.

Labels and matching

• “Edit labels”
• “Mark as closed” - ReFIS no longer offers a payment you will not match (for example a bank fee) for matching
• “Mark as delivered”

Documents

• “Add to tax document for payment” - from a received advance payment you issue a tax document for payment

A payment has to be matched with the invoice or other amount it pays - only then is the invoice paid. With a bank import, the rules for payment import do this for you; you match the rest in the matching tool.

Matched payments give rise to payment parts: the payment split by what it paid, including the VAT rate of each invoice.

• The money balance in the company at the given moment - how much money is on which account, in which cash desk and with whom
• Deposits/Withdrawals: Overview for all persons - advances and company money held by employees
• Income and expenditure grouped by labels - actual income and expenditure of projects, cars, departments
• Income and expenditure grouped by persons
• Loans

• Matching
• Bank statement
• Payment orders
• Bank accounts, Cash desks, Payment cards