Matching payments and documents

Norman links bank operations 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 operations

Every purchase document gets an operation. When exactly one bank payment clearly matches it, Norman attaches the document to that payment. Otherwise it creates an operation not paid yet, and a payment that arrives later is merged into it automatically or offered as a merge. Details in Operations and the tax book (KPiR).

Operations with a document that wait for review are under Documents → Review documents: you can open them, merge them with a payment (Merge with a payment), link a partial payment (Link as a payment) and mark them reviewed (Mark reviewed).

The document details list all its operations. You can unlink a linked payment there or add another one with Find a partial payment. You can add several documents to one operation (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.