In this article, we will show you how to account for and match payments that were processed through a payment gateway. There are essentially three possible ways payments can be uploaded to Flexi:
How to match one payment against multiple invoices
Let's walk through an example of matching a single payment from a payment gateway for a specific day against multiple invoices:
E.g. income bank document = CZK 9,700
INV 1 = CZK 3,000
INV 2 = CZK 2,000
INV 3 = CZK 5,000
Find the payment in the bank and click Services - Manual Payment Matching.
Use the Filter to filter invoices for the specific day to which the payment gateway payment relates. Select all invoices to be matched and click Post.
In the next step, select the document type for the bank fee (if you don't have one, create it via Accounting - Document Types - Internal Document Types and set the posting rule to account 563001 or another account where you want to post the fee).
After clicking the Finish button, an internal document will be created for the remaining amount of CZK 300, which will be posted to the fee account:
How to match individual payments reduced by a fee against individual invoices
The second way payment gateway payments can arrive in Flexi is when there is one payment per invoice. However, since the amounts do not match (payments are reduced by the fee), matching is not straightforward.
E.g. INV 4 = CZK 1,000
Bank statement = CZK 970
INV 5 = CZK 3,000
Bank statement = CZK 2,910
You can match payments automatically by selecting matching by variable symbol and choosing to post the overpayment. This will work when the variable symbol of the payment matches the invoice.
However, if the variable symbol does not match, or if you do not want to download statements from the payment gateway, you can instead look at the payment gateway report, take the income amount, the expense amount, and the fee, and handle it the same way as in the following case:
E.g. Bank income CZK 10,000 = payments for issued invoices on a given day — match via Services - Manual Payment Matching with the invoices:
Bank expense CZK 9,700 = the amount for the given day that will be transferred to the current account — post to Money in Transit and leave unmatched
Bank expense CZK 300 = the fee amount for the given day — post as a bank fee and leave unmatched
Posting an income payment against an invoice, the expense side as money in transit, and the fee
Another scenario, also used by Dativery add-ons, reconciles payment gateway statements as follows:
INV = CZK 1,000
E.g. Bank income CZK 1,000 = payment for the issued invoice
Bank expense CZK 970 = the transaction amount to be transferred to the current account
Bank expense CZK 30 = the fee amount for one transaction
The income bank document is matched to the invoice as usual (via manual or automatic payment matching).
The fee of CZK 30 is posted as bank charges and left unmatched.
The amount of CZK 970 to be transferred to the standard bank account is posted to account 261 - Money in Transit (the same is done for the income payment that appears in the regular bank account). This follows the same approach as in point 2, except that one invoice has one bank income and two bank expenses.
As a result, the payment gateway account is always balanced at the end.