Skip to main content

Payments and reminders

The Encaissement (Collection) group of the menu gathers what brings the money in: the payments you record, the reminders for your overdue invoices, and online payment methods.

Recording a payment​

Open Encaissement, Règlements (Collection, Payments), then Saisir un règlement (Record a payment):

  • Client (customer): the party who paid;
  • Montant reçu and Devise (amount received and currency): what actually arrived;
  • Moyen (method): Virement (bank transfer), Espèces (cash), Mobile money, Chèque (cheque), Carte bancaire (card) or Autre (other);
  • Reçu le (received on): the date the money came in;
  • Référence and Notes: your marker, the slip or statement number;
  • Imputer tout de suite sur les factures dues, la plus ancienne d'abord (allocate straight away to the invoices due, oldest first): tick to allocate in one go.

A payment exists before being attached to an invoice. That helps when money arrives before anyone knows what it covers: you record it first and allocate it afterwards.

Allocating a payment to your invoices​

From the payment, add one allocation per invoice settled: Facture (invoice), then Montant à imputer (amount to allocate). One transfer can therefore settle three invoices and leave a payment on account.

Two rules govern allocation, and both work for you:

  • the allocation is capped at the balance of the invoice, so an invoice never goes below zero;
  • the surplus stays available on the payment, visible, and is allocated later to a future invoice.

In other words, what is allocated plus what stays available always equals the amount received.

Automatic allocation serves the invoices due from the same party, oldest first: that is commercial practice, and it keeps an old receivable from going to reminders while recent ones are being settled.

Exchange differences​

When the invoice and the payment are not in the company's bookkeeping currency, the invoice carries the rate of its issue and the payment the rate of the day the money arrived. The difference between the two is recognised when the payment is allocated, frozen, expressed in the bookkeeping currency, and it comes out in your exports for your accountant.

Chasing overdue invoices​

Open Encaissement, Relances (Collection, Reminders). The screen gathers three things: your overdue invoices, the reminders already raised, and the company's setting.

Setting your steps​

  • Paliers, en jours après l'échéance (steps, in days after the due date): 7, 15, 30 for instance places a reminder seven days after the due date, a second on the fifteenth day, a third on the thirtieth. Values are sorted and de-duplicated;
  • Relancer automatiquement (send reminders automatically): the switch that starts the daily sweep.

The steps are yours: each company sets its own, according to what it practises with its customers.

The sweep​

Once the setting is in place, the sweep runs once a day, before offices open, and records every reminder due: the invoice concerned, the rank of the step reached and the balance to claim. The Balayer maintenant (Sweep now) button runs the same pass on demand.

Three properties worth knowing:

  • a step is placed only once per invoice, even if the sweep runs again the same day;
  • every step reached is placed: an invoice overdue by forty days has passed steps 7, 15 and 30, and all three are recorded;
  • an invoice settled in the meantime is not chased, and the balance recorded on a reminder stays the one of the day it was placed.

Collecting online​

The Owner rank has the Encaissement, Moyens de paiement (Collection, Payment methods) screen, where the company's collection rail is set up.

Setting up a rail​

  • Voie (route): "Carte bancaire, page de paiement hébergée" (card, hosted payment page) with your own keys, or "Système d'encaissement externe" (external collection system) if you already collect elsewhere;
  • Mode: Essai (test), to check the chain end to end, then Production;
  • Clé secrète du prestataire and Secret de signature des rappels (provider secret key and webhook signing secret): your keys, copied from your account with your provider;
  • Page de paiement externe and Système externe (external payment page and external system): for the delegated route;
  • the scope tick box reserves this rail for the current company, which helps when two of your companies each collect into their own account.

The screen then shows the adresse de rappel, à coller chez le prestataire (callback address, to paste with your provider): that is how the payment comes back into the ERP.

Your keys are sealed as soon as they are saved, and the screen shows only their last four characters, enough to recognise which one is in place. Your payments happen with your provider, using your keys, and the money arrives in your account.

Under Liens de paiement (Payment links), pick an invoice due and click Émettre un lien (Issue a link). You get an address to pass on to your customer, who pays online without having to create an account.

The link carries one invoice, stays valid for thirty days, and can be revoked at any moment.

What happens when your customer pays​

The payment comes back through the callback address, and the ERP records the payment for the amount actually paid, then allocates it to the invoice up to its balance. A payment on account therefore leaves the invoice due for the difference, and a larger payment leaves the surplus available for what follows.

The Rappels reçus (Callbacks received) list keeps the trace of every event and its outcome, which gives you the history of what happened at any time.