Mark open bookings as paid

An open booking is revenue or an expense that is not paid yet. Its payment type is Not paid. When the money arrives, you connect the booking to its payment. Norman often does this for you.

This applies to German companies: GmbH, UG and the self-employed.

Where open bookings come from

• From an invoice: when you issue an invoice in Norman, Norman books it at once. The list in Accounting shows From invoice.
• From a document: when no payment fits a document yet, Norman books it at once. The list shows Automatic. Read Book and assign documents.
• By hand: you add a booking and choose Not paid as the Payment type.

The Status column in the list shows how much of an open booking is paid:

• Unpaid: no payment yet.
• Partly paid: part is paid, the rest is open.
• Paid: the full amount is paid.

In an open booking, the Payment type is locked. Instead of changing it, you mark the booking as paid.

The bank payment takes the booking over

When a payment comes in, for example through a connected bank account, Norman looks for the open booking it pays, also one you added by hand. If exactly one fits for certain, the payment takes the booking over. One entry remains:

• Date is the date of the open booking, such as the document's or the invoice's.
• Payment date is the day of the bank payment.

If two bookings fit equally well, Norman connects neither. You then choose yourself.

Mark as paid

1. Open the open booking in Accounting. For a document, you can also use its panel in Documents.
2. Click Mark as paid.
3. Under Matching payments, choose the payment. If exactly one fits for certain, Norman has chosen it already.
4. If it is not there, find it with Search all payments.
5. Check the Amount paid field.
6. Click Mark as paid at the bottom.

For a booking from an invoice, the same choice opens for the invoice. Read Invoice status, drafts and payments.

Paid in cash or through another account

If the money came in cash or through an account Norman does not see, choose Paid another way:

• Paid on: the day of the payment.
• Paid by: Bank transfer, Cash, PayPal or Card.

Norman adds the payment and links it in one step.

Part payments

The Amount paid field starts with the open amount. If you enter less, it is a part payment:

• Norman shows Payment recorded. Still open: ….
• The booking shows Partly paid. You mark the rest as paid later, the same way.
• The document's panel shows how much is paid, for example Paid €50.00 of €119.00.

If the payment is larger than the open amount, Norman records only the open amount. The rest of the payment stays free for another booking or a category.

A part payment shows the category and the VAT rate of its booking. You cannot change either in the payment. If the booking has several line items, it shows Mixed.

Take a payment back

If you chose the wrong payment, take it back with Unlink, for example in the document's panel in Documents. The booking is open again, and the payment needs a category again. For an invoice, you take payments back with Mark as unpaid.

A booking Norman made from a document stays connected to that document. It has no Unlink and no Replace for its document. To separate the document and the booking, delete the booking.

Finalized payments

Norman never changes a finalized payment. If a change would alter a finalized payment, Norman refuses it. Switch Finalized off on the payment first.

Which date counts

Norman never uses the day of the upload. Which date counts depends on the legal form.

GmbH and UG

• Revenue and expenses count on the invoice date. The VAT and the input VAT belong in the UStVA of that month.
• The payment only clears the receivable or the payable. It does not count a second time.

Self-employed

• The EÜR, the month cards under Revenue and Expenses, and the VAT on domestic sales count on the payment date.
• Input VAT, reverse charge and sales to businesses in other EU countries count in the month of the document.
• A booking marked Not paid counts in the EÜR only once it is paid. A part payment counts with the amount it pays.

Move a booking to another period

Change its date. Its VAT moves with it.

Late documents

A document keeps its date, also in a month whose UStVA you already filed. The filed UStVA then shows what changed, and whether a correction is due. Read Correct a submitted UStVA.

If the annual close of a GmbH or UG is locked or filed, Norman books a late document of that year on the first day of the first open year. Its VAT stays in its month, and you correct the UStVA of that month. Read Prepare and lock your annual close.

In the DATEV export

An open booking is in the DATEV file for your tax advisor, in the month of its date and with its document. You do not need to finalize it for that.

• GmbH and UG: an open expense books to the Kreditor, open revenue to the Debitor, each with its VAT. The payment books from the Kreditor or Debitor to the bank in the month of the payment.
• Self-employed: an open expense books with its input VAT to account 3612 (SKR 04) or 1692 (SKR 03), "Neutralisierung aufwandswirksamer Sachverhalte für § 4 Abs. 3 EStG". The payment clears that account in the month of the payment. Only then does the expense count in the EÜR. Open revenue goes into the file only with its payment.

The payment adds a payment line to its month's file. If payment occurs in a later month, the booking month's file stays unchanged.

Related articles

• Book and assign documents
• Invoice status, drafts and payments
• Bank accounts, imports, and manual transactions
• The Revenue and Expenses summary