Settlements

In ERPLY Books, you can settle the following transactions: 

  • Invoice and credit invoice
  • Sales invoice and purchase invoice
  • Prepayment and the return of prepayment

 

1. Settlements of invoice and credit invoice

Open “Sales” > “Sales invoices” > “Open Receivables”.

Select the invoices you want to clear by ticking the checkbox in front of them. Then click on the “Add payment” button. In the window that appears, the amount paid will be 0. In addition, select the date of entry and the clearing account. Click on the “Save” button and the program will make the clearing entry.

 

 

IF THE INVOICE IS LARGER THAN THE CREDIT INVOICE

Put a tick in front of the credit invoice and invoice, click “Add payment” and enter zero in the paid amount field, select the date, the clearing account and then save. 

 

 

IF THE CREDIT INVOICE IS LARGER THAN THE INVOICE

Put a tick in front of the credit invoice and then in front of the invoice (the order is important, select the credit note first), then click on the “Add payment” button. Enter zero as the paid amount, select the date, the clearing account and then save. 

 

 

In the next window, click on the “Allocate manually” button.

 

 

The invoices you wish to settle are then displayed. Enter the amount on the credit note as the amount on the invoice. The total must be zero. Click on the “Done” button.

 

 

For purchase invoices, do the same by going to “Purchases” > “Purchase invoices” > “Open Payables”.

 

2. Settle Sales and Purchase Invoices

Settling sales and purchase invoices can help you deal with the situation where a company is both a customer and a supplier. 

On the dashboard, use the search box and enter “Settle Sales and Purchase Invoices”.

In the new window that opens, select the dates for the period of which the invoices will be displayed to you and press the “OK” button. The bank import module will then open, where you can select the sales and purchase invoices you wish to clear.

Then the system will open the Search Invoices page for you automatically. Here you can link the relevant payments and invoices. 

Select the relevant sales invoice and press “Link Payment with Invoice(s)”.

 

 

Then the same page will open but with a purchase invoice. Choose the relevant invoice and press “Link Payment with Invoice(s)”. 

 

 

A window will appear where you can press the “Yes” button. The program will then make the settlement.

 

 

If you have clicked “Yes”, you will be redirected to the bank import module where you will also have to click on the “Save” button and only then the entry of the settlement will be made.

 

 

If needed, you can print the settlement statement by selecting the settlement transaction on the “Money in and out” page (“Reports” -> “Money in and out”). Under the options button, find the settlement statement at the end of the page.

The amount after calculation can be seen at “Open receivables” (“Sales” -> “Sales invoices” -> “Open receivables”) or “Open payables” (“Purchases” -> “Purchase invoices” -> “Open payables”), the record can also be found under “Money in and out”.

Manual Settlement (Optional): If you prefer, you can manually settle invoices by going to “Open receivables” and “Open payables” and by adding payments there.

 

3. Prepayment and repayment of prepayment

To clear a customer’s prepayment, go to “Sales” –> “Cash In”. Tick the checkboxes in front of the received prepayment and the prepayment return rows, then click on the “More” button in the submenu and select “Settlement”. 

 

A window will then appear where you can confirm the transaction by pressing the “Yes” button and the program will make the settlement.

For clearing prepayments to suppliers and refunding prepayments, follow a similar procedure under “Purchases” -> “Cash out”.