Customer payments are managed in Accounting > Payment > Payment.
This function is used when a customer has paid one or more invoices and the payment should be recorded in Logistiqo. A payment can be allocated to a single invoice or to several open invoices of the same customer.
Creating a new payment
Open Accounting > Payment > Payment and click New in the toolbar.
In the payment form, first select how you want to search for the invoice or open item.
You can filter by:
- Invoice: Use this if the customer paid one specific invoice.
- Customer/Invoice Receiver: Use this if the customer paid several invoices or if you want to see all open invoices for one customer.
- Credit Note: Use this if the payment should be related to a credit note.
- Subcontractor: Use this if the payment is related to a subcontractor process.
Then select the bank account on which the payment was received. If several bank accounts are available in Logistiqo, choose the correct one before continuing.
Entering a payment for one invoice
If the customer paid one specific invoice, select Invoice under Filter By.
Search for the invoice number in the invoice field. After selecting the invoice, Logistiqo displays the invoice data and proposes the invoice amount as the payment amount.
Check the following fields before saving:
Payment Date: Date on which the payment was received.
Amount: Amount paid by the customer. This can be changed manually if the customer paid a different amount.
Cash Discount: Cash discount amount, if applicable.
Payment Condition: Payment condition of the invoice.
In the invoice table below, the selected invoice is displayed with invoice amount, payment amount, cash discount, remaining amount and allocation status.
If the payment should be assigned to this invoice, activate the allocation in the Allocated column. Then click Save.
Entering a payment for several invoices
If the customer paid several invoices with one payment, select Customer/Invoice Receiver under Filter By.
Select the customer and enter the total amount received in the Amount field.
Logistiqo then displays the open invoices for this customer in the table below. For each invoice, you can decide whether the payment should be allocated to it.
Use the Allocated column to assign the payment to the relevant invoices. The summary below the table shows whether the full payment amount has been allocated or whether an amount is still not allocated.
This is especially useful when a customer pays several invoices together in one bank transfer.
Partial payments and remaining amounts
If the customer paid less than the invoice amount, enter the amount that was actually received.
The invoice will then remain partially open. Logistiqo displays the remaining amount in the invoice table.
This allows you to record partial payments without marking the full invoice as paid.
Default date
On the right side, the details panel can show a Default Date.
This is useful if you are entering several payments for the same payment date. Set the default date once, and Logistiqo can use it for the payments you enter afterwards.
This avoids changing the payment date manually for each payment.
Payment Archive
Saved payments can be reviewed in Accounting > Payment > Payment Archive.
The payment archive shows payments that have already been entered. Select a payment in the upper table to see the payment details below.
The archive shows information such as:
Payment number: Internal number of the payment.
Customer: Customer or invoice recipient linked to the payment.
Bank: Bank account on which the payment was received.
Payment Date: Date of the payment.
Amount: Total payment amount.
Allocated: Amount that has been assigned to invoices.
Cash Discount: Cash discount amount, if applicable.
The lower table shows which invoice or invoices the payment was allocated to.
Changing a payment amount afterwards
If a payment amount needs to be corrected afterwards, open Accounting > Payment > Payment Archive.
Select the relevant payment in the table.
In the allocated invoice table, click the pencil icon in the row that should be changed. The payment amount becomes editable.
Change the payment amount, confirm the change with the check mark and then click Save in the toolbar.
Use this carefully, especially if the payment has already been checked, exported or reconciled.
When to use which function
Use Payment when you want to enter a new customer payment.
Use Payment Archive when you want to review an existing payment or correct a payment that has already been entered.
Use Invoice as the filter when the payment clearly belongs to one invoice.
Use Customer/Invoice Receiver as the filter when one payment should be distributed across several invoices.
Important notes
Always check the bank account before saving the payment.
If the full payment amount is not allocated, Logistiqo shows the remaining non-allocated amount in the payment summary.
A payment can be saved even if it is only partially allocated, but the open or remaining amounts should be checked carefully.
If a payment was entered with the wrong amount, correct it in Payment Archive instead of creating a second payment for the same bank transaction.
After saving, check whether the invoice status and remaining amount are correct.