Matching payments and documents

Norman links bank transactions to invoices and documents. That is how it knows which invoices are paid and which costs have a document.

Incoming payments and sales invoices

When a payment comes in, Norman looks for the invoice it belongs to:

• the amount and currency are the same,
• the payment arrived around the due date: from a few days before the issue date to a few weeks after the due date,
• the transfer title contains the invoice number or the client's name, or there is only one matching invoice.

After a match, Norman marks the invoice as paid with the payment date. A payment in several parts or of a different amount is not matched by itself: mark it by hand.

You can switch automatic matching off for an account under Account → Bank accounts, in Automatic matching, option Incoming payments.

Mark an invoice as paid by hand

1. In the invoice menu, click Mark as paid.
2. Choose the payment from Matching payments or use Search all payments.
3. If the client paid in cash, by card or into an account Norman cannot see, choose Paid another way and enter the date in Paid on.

Purchase documents and transactions

For each document, Norman looks for a transaction: first by the document number in the transfer title, then by amount and date. A purchase invoice may be paid later than it was issued, so Norman allows for the payment term.

Review the suggestions under Documents with Review documents. Each document shows Suggested transactions with the reason for the match: amount, date or text. Choose:

• Match existing to link the document to the suggested transaction,
• Create transaction if you paid the document in cash or from an account that is not in Norman,
• Skip to come back to the document later.

A document without a transaction is Unassigned. From the document, link it to a transaction with Link, and remove a wrong link with Unlink. You can add several documents to one transaction (Additional documents).

Why it matters

• An invoice paid through the bank gets no payment reminders.
• A payment linked to an invoice or document already recorded in the KPiR is not counted twice.
• When an invoice in another currency is paid, Norman books the exchange difference: see The KPiR, the revenue register and exchange differences.

What Norman does not do yet

• It does not match partial payments, one payment for several invoices or a payment in a currency other than the invoice's by itself: you link those by hand.