Unless your company imports the payments into CSI software as reference material from your bank or uses a two-way integration, we recommend registering and adjusting payments always via their invoices. The only exceptions are overpayments, for which you also need to make a posting. Overpayments are best registered in the Payments folder of the Financial Management area, as the adjustment to the invoice and the posting for the surplus amount can then be made at the same time.

You can register payments via invoices in the Financial Management area and in the matter and customer windows. The easiest way to find an invoice is via the Financial Management > Invoices folder where you can search for an invoice using the invoice number, reference number or payer’s name.

In the Open invoices view you can search for invoices e.g., based on the amount in the Open column:

Choose the invoice you were looking for and Adjust Payment on the ribbon to open the payment window.

When a payment registration is started via an invoice, the payment window automatically picks the following information from the invoice:

• Payment Amount: the open amount of the invoice. If the actual payment amount does not match the amount in the field, it can be changed.
• The account information: the default sales account in bookkeeping. If your office has several bank accounts for the customer to choose from, make sure that you pick the one to which the payment has been made.

• Payer: name of the invoice payer. By default, this is the company or private individual specified as the payer on the invoice. NOTE! If the payer of the invoice is not the same person/company that the invoice is addressed to, remember to make the change here. E.g., in legal insurance cases you may have to change the insurance company as a payer.

  

• Invoicer's Bank Account Number: account to which the payment was received. The default bank account defined in the settings is shown automatically. If the payment was received to a different account, select the correct account. 
• Debit Account: bookkeeping account linked to the bank account. Determined based on the selected bank account, but can be changed. 
• Entry Date: date on which the payment was credited to the recipient's account (defaults to the current date). The payment is transferred to bookkeeping according to the posting date. 
• Payment Amount: defaults to the outstanding amount of the invoice. If the received payment amount differs from the outstanding balance, update the amount. 
• Currency: defaults to the currency associated with the bank account (the company's default currency). When the currency is changed, the Payment Amount in Currency field appears and the Exchange Rate field becomes active. The exchange rate is retrieved from the settings but can be modified. Based on the exchange rate and the Payment Amount in Currency field, the software calculates the payment amount that is transferred to bookkeeping. 
• Exchange Rate: exchange rate of the selected currency relative to the default currency. The field is disabled when the payment is recorded in the default currency. 
• Payment Amount in Currency: appears when the currency is changed. The amount is updated if the exchange rate is modified. The currency amount can also be edited manually, and changes made to it affect the Payment Amount field.

The Message and Description fields are for internal notes regarding the payment. In the message field, you can add e.g., a reference used by the payer. The description field can be used to add instructions for adjusting the payment.

When the necessary changes in the payment have been made, save it. If the customer has paid their invoice in full, the invoice status will change to “paid”.

If a payment reminder has been sent out for the invoice, the payment window will also show how the payment is adjusted to the invoice capital, reminder fees and delay interest. How the payment is split across these three can be seen while the payment is being registered. When it’s been saved and the window is closed, the split is no longer visible in the basic information of the payment. To view the information again, open the payment and choose the Adjustments folder.

• If the amount paid by the customer also covers reminder fees and late payment interest, the software allocates the payment automatically. If the payment does not fully cover the outstanding invoice amount including reminder fees and late payment interest, an administrator can configure the software to allocate payments primarily either to the principal amount or to reminder fees and late payment interest. 
• By default, payments are allocated first to the principal amount and only then to reminder fees and late payment interest. Once the principal amount has been paid in full, the invoice status changes to Paid. However, additional payments can still be allocated to the reminder fees and late payment interest. Alternatively, the settings can be configured so that payments are allocated first to reminder fees and late payment interest and only thereafter to the principal amount.