Paid Invoice – Cash Flow Handling

When a customer pays an already recorded invoice, receivables decrease. Reconcile the payment in your bookkeeping system, then update the invoice base’s Vendion status.

Record payment against the correct invoice

Example: a 1,000 SEK invoice has already been recorded with revenue, VAT and a receivable. The customer pays the full amount to the business bank account:

Here, value moves from receivables to the bank. Payment does not create another sale. 1580 is the card receivable account in Vendion’s defaults and should not be confused with the bank account.

This example assumes an already recorded invoice. Follow your company’s accounting method for invoices not previously recorded.

Workflow

1. Check amount and payment date against the bank records.
2. Match payment to the correct invoice and customer in your bookkeeping system. If automatic bank matching is used, review its result there.
3. Check that the invoice is fully paid, or register a partial payment with the remaining receivable.
4. Open Admin → Försäljning → Fakturering → Underlag in Vendion.
5. Find and open the right base. Check customer and amount.
6. Once the entire invoice is paid, select Markera betald.

Markera betald changes status

The button changes the base’s Vendion status. It creates no bank transaction, checks no bank balance and does not automatically post a payment in the general ledger.

A Fortnox status showing that the base is synced confirms a successful transfer. It does not by itself mean the customer has paid. Follow payment in the invoice ledger.

Partial payment

If the customer pays 500 SEK of an already recorded 1,000 SEK invoice, the example entry debits 1930 by 500 SEK and credits 1510 by 500 SEK. The remaining 500 SEK stays receivable.

Vendion’s base view has no amount-based partial-payment registration. Track the partial payment in your bookkeeping system and do not mark the entire base paid until that is correct.

Too much or too little paid

Check the cause with the customer. Handle an excess as a refund or as agreed, with supporting records. A short payment could be a partial payment, fee or error; do not assume the bank rounded it down.

Your accountant can help choose the correct account and adjustment for the actual event. Reminders, fees and late-payment interest are handled in the invoicing system according to your terms and applicable rules.

Reconcile regularly

Compare Vendion bases with invoices and the customer ledger. Investigate bases awaiting invoicing, sent invoices still unpaid and unmatched payments. Keep invoice and payment references so a colleague can follow the same transaction.