In this module you can review the Settlements of outgoing invoices: how much of the total of the issued invoices has been settled. Each row of the list shows one settlement: its own identifier, the settled invoice, the partner and the settled amount. You can also import settlements from carrier or payment provider files.
The status of a settlement is Posted. A deleted settlement stays visible in the list as a struck-through row. The settlements of all document types together are described in the guide Settlements list.
Click Main menu / Cash register / Settlements / Outgoing invoices to see the settlements of outgoing invoices. On the Actions tab above the table you find the buttons for the selected settlement:
In the Import menu you can choose from the following options. For a provider option you upload the file exported by that provider, and its format differs by provider:
The selected option opens the import window. In the window:
After processing, two tables appear: Items that failed to import and Successfully imported items, with the columns Parcel number, Cégnév and Result, so you can see at once which row was not imported and why.
In the Universal file the data is in the second worksheet (the first worksheet is the help sheet). The first row is the header, and the system identifies the columns by the header names, so do not change them. The columns are described in the Field descriptions section below.
On the Search tab you can narrow the list with the following conditions:
Run the search with the Search button; the given conditions narrow the results together. The Expand button is not active on this list.
On the View and layout tab you can adjust how the list looks to suit your work:
After saving, the page reloads with the new settings. The setting is kept for the duration of your session, and each of the four lists (List, Incoming invoices, Outgoing invoices, Retail sales) stores its own setting.
The Open button opens the Settlement window with the caption “Information about the posted settlement”. The window is read-only, and its only button is Close. It consists of three blocks:
In the two linked blocks the Identifier is a link; click it to open the related document.
For the Universal import, download the template with the XLSX file schema link and paste your data into the second worksheet. This way the headers and the structure will be correct.
The default columns of the list and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number (first column) | The own identifier of the settlement. | |
| Document date | The date and time the settlement was created. | |
| Document type | The type of the settled document. | |
| Document number (second column) | The number of the settled document. A link that opens the document in a new tab. | |
| Partner company name | The name of the partner of the document. | |
| Settled | The settled amount with the currency sign. | |
| Exchange rate | The value of the exchange rate. |
The columns of the Universal import file (the system identifies them by the header name). You can identify the invoice with the parcel_number, identify_customer or identify_invoice column; fill in at least one of them:
| Field / Column | Required | Description |
|---|---|---|
parcel_number | The number of the carrier parcel label. The system looks for this first and settles the invoice belonging to the label. | |
identify_customer | The order number of the partner. If there is no parcel number, the system looks for the invoice with this. | |
identify_invoice | The document number of the invoice. If the previous two identifiers are not given, the system looks for the invoice with this. | |
amount | The settled amount, for example 125000. |
Only an outgoing invoice can be settled by the import: a document of type Invoice, Advance invoice or Manual invoice. For any other document type you get an error message.
The basic data block of the Open window:
| Field / Column | Required | Description |
|---|---|---|
| Identifier | The identifier of the settlement. | |
| Value | The settled amount. | |
| Posting date | The date the settlement was posted. | |
| Status | The state of the settlement (Posted). | |
| Colleague | The colleague belonging to the settlement. |
The Invoice information block (only if an invoice belongs to the settlement):
| Field / Column | Required | Description |
|---|---|---|
| Type | The type of the invoice. | |
| Identifier | The identifier of the invoice. A link that opens the invoice. | |
| Value | The value of the invoice. | |
| Invoice issue date | The date the invoice was issued. | |
| Invoice partner | The partner of the invoice. | |
| Invoice contact person | The contact person of the invoice. | |
| Invoice contact person’s email address | The email address of the contact person. | |
| Invoice contact person’s phone number | The phone number of the contact person. |
The Cash desk/Bank document information block (only if a cash or bank item belongs to the settlement):
| Field / Column | Required | Description |
|---|---|---|
| Identifier | The identifier of the cash or bank item. A link that opens the item. | |
| Title ledger | The ledger account of the title belonging to the item. | |
| Bank/Cash desk ledger | The ledger account of the bank or the cash desk. | |
| Invoice/Receipt/Supplier ledger | The ledger account of the invoice, receipt or supplier. | |
| Direction | The direction of the transaction. | |
| Transaction comment (note) | The comment belonging to the transaction. | |
| Transaction identifier | The identifier of the transaction. |
Most likely no row is selected. In that case the system shows the warning „Kérlek válassz egy tételt a listából!” (Please select an item from the list!). Select a row and click again. Delete handles exactly one selected item at a time.
A struck-through row is a deleted settlement. It stays visible in the list and cannot be deleted again.
The window is for reading only, and its only button is Close. You can open the related document by clicking the Identifier link. If you recorded a settlement by mistake, you can remove it with the Delete button; it then stays visible as a struck-through row.
The Result column of the Items that failed to import table in the import window shows the reason. The messages appear in Hungarian; with the Universal import these can occur: „A kompenzáció összege nem került megadásra!” (the amount is missing), „Nincs számla a partner rendelésszámához!” (there is no invoice for the given order number), „A számlaszám nincs a rendszerben!” (the invoice number is not in the system), „A csomagcímke nem létezik!” (unknown parcel number), „A csomagcímkéhez nincs számla!” (there is no invoice for the parcel), „A számla végösszege már kompenzálásra került!” (the invoice total has already been settled), „A bizonylat típusa nem megfelelő!” (the document is not of an outgoing invoice type). Correct the faulty rows and import only those again.
The menu item Main menu / Cash register / Settlements / List shows the settlements of all document types together, described in the guide Settlements list. The list of the issued invoices is described in the guide Invoice list.
The menu item appears under Main menu / Cash register if the Settlement module is assigned to your user. If you do not see it, ask your administrator.
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