Please note: Depending on your country and on your selected xentral package, the availability of modules and features differs - thus, the features described in this article might not be part of the xentral product you are using.
Table of contents
- Incoming payments - import of bank statements
- Overview incoming payments
- Import of the bank statement files
- Linking payments (order, invoice, credit note, liability)
- Clarification case
- Link liabilities
- Post one payment to multiple orders
- Posting chargebacks to an invoice
- Split incoming and outgoing payments
- Linking the costs
- Create liabilities
- Overview of all account statements
- Resolve links
- Mark as import error or completed
- Manual editing of the links (expert mode)
- Totals and balances
- Deleting an account import
- Live import of the cash book
- Account sheet
- Simple manual recording of incoming payments (beta)
- Accounting for fees via regular liabilities
Receipt of payment - import of bank statements
Today, banks offer their customers the possibility to export all account transactions as CSV files at any time via a web portal. These CSV files can be imported into xentral to register incoming and outgoing payments in the system and link them to the corresponding transactions. Most banks also offer the possibility of an automated or automatic live import via the PSD2 API.
Please note: Unfortunately, the Live Import is not available for banks that have not yet activated the PSD2 API themselves. These include HypoVereinsbank, Commerzbank and its subsidiary, ComDirect Bank (as of March 2020).
In order to import the account transactions, a business account must be defined in xentral for each of the accounts.
Import of the bank statement files
You can import the current bank statements of the business accounts to link incoming payments with open orders and thus preassign them for the accounting export.
To do this, select the pencil icon in the menu column in the overview (Accounting → Receipt of payment).
Note: If you have activated the live import in the respective business account, you can do this via the Live Import button. CSV files can be imported via Browse and Import.
When you have selected the pen icon, you will get to this screen:
- Revenues are marked in gray
- Issues are marked in red
- Found orders/invoices are marked green
xentral automatically detects during account import if a posting has already been imported at an earlier time. In this case, the entry will not be imported again.
The "Complete all automatically recognized bookings" button will immediately post all recognized bookings at once, regardless of whether they are located on other pages.
Linking payments (order, invoice, credit note, liability)
If the subject of a transfer contains references to an invoice/order and the transfer amount matches the order value, xentral automatically suggests the appropriate link (green highlighted lines in the screenshot). In this case, payments are linked to orders for prepayment methods (e.g. PayPal, credit card, prepayment) and to invoices for other payment methods (e.g. payment on account, cash payment, cash on delivery).
Incoming payments that are not automatically recognized remain grayed and can be manually linked to the appropriate orders/invoices/credit notes. Outgoing payments are highlighted in red in the import view.
In the overview of incoming payments there is a direct PDF preview for the documents that can be linked (payables, invoices, credit notes and orders).
The type of entry is indicated by the color of the line:
- Green = Incoming payment that could be successfully linked to an invoice or order
- Gray = Unrecognized revenue or positive entry
- Red = Expense or negative entry that could not be allocated
- Purple = Negative entry that could be assigned to a liability
- Orange = Recognized entry on cancelled order/invoice; on order/invoice with already linked payment or invoice/POS invoice automatically marked as paid by the system (but without directly posted incoming payment on it)
A quick creation of clarification cases is possible directly in the overview of incoming payments. Via the “!” icon the dialog box appears to mark the entry as a dispute case and to enter a reason.
It is possible to filter for clarification cases in the Bank statements tab. This marking can be used, for example, for communication between the employee processing the incoming payment and the accounting department.
Info: The reason for the dispute case is not exported in the accounting export for Datev format. However, the list of all clarification cases can be dragged via a date range in the "All statements" tab.
It is possible to link liabilities in the incoming payment as well. In this case, the status of the liability will be set to "paid". If the payment import is undone, the status of the liability will not be reset. It remains set to "paid". This is to prevent multiple payments.
Note: In the Autocomplete field all liabilities are displayed that have not been set to paid directly via the incoming payment. Payables manually set to paid will still be displayed.
Cash discount on payables
If a discount on the liability is automatically recognized in the incoming payment, analogous to the incoming payment on a customer invoice with a discount.
Note: If the invoice total has been paid minus discount, you can mark the invoice as paid by entering an amount as discount in the "Discount given" field in the invoice under Details → Invoice in the "Dunning" interface. You can find more information about this here.
Payments can also be posted to multiple orders:
- Action: Select "Order credit" (analog for invoice or credit note)
- Field: "Order" → Here the order numbers are entered separated by commas (do not use spaces!)
If the sum of the payment amount is less than the value of both orders, the available "remaining amount" is posted to the last posted order number. This order is not marked as paid because there is too little money linked.
Note: Cash discount is not processed when linking multiple orders.
Posting chargebacks to an invoice
Return debits can be posted to an invoice again. The invoice is then changed back to "open" and the direct debit amount is displayed including the fee.
The invoice is displayed normally in the dunning system. As soon as the customer has transferred, the new payment can be posted back to the invoice. The remaining amount (fee) can either be given as a discount or the customer remits it.
Example with two invoices: If there are two invoices that have to be posted by return debit, the assignment can be made as follows: In order for the item to be split, go over the pen and reduce the "TARGET" amount there to an invoice value including the chargeback fee.
In the example below, the bill is for 19.04 euros and the chargeback is 33 euros.
After the entries are saved, the entry is split and the items can each be posted to the invoice.
Split incoming and outgoing payments
Bank statement postings can also be split if, for example, two invoices have been paid in one sum or an overpayment has occurred.
- Invoice amount: 8,12
- Credit note: 3,70
- Customer pays: 4,42 (RE-GS)
In the receipt of payments, click on the pen icon for such a booking.
After that, you can search for the document number (RE) and use the arrow under Menu to take over the information of the document.
By clicking on the "Save" button below, the entry is completed and appears as a new line. The original line is highlighted in turquoise and consists of the remaining amount. This line can now be linked to the credit note and click on "Finish entries":
Analogous splitting can also be done for outgoing payments or liabilities.
Select the pencil icon to the right of a booking and enter the missing data in the dialog box.
Link partial payments
If you receive partial payments on an invoice, you can proceed as described above and also click on the edit icon in the payment line. After accepting the invoice data, however, you must manually adjust the amount to the partial total:
Example: Total amount: 185,05 Euro, Partial payment: 100 Euro + 85,05 Euro
The remaining payment is then posted in the same way, except that xentral already recognizes the difference here when it is assigned and this can be posted in this way:
Linking the costs
Expenses and revenues that do not concern customer accounts (orders, invoices, credit notes) can be posted directly to accounts of the deposited chart of accounts.
In addition, it is possible to create and link liabilities directly from incoming payments.
In the dialog window the liability can be created. If the amount of the liability and that of the incoming payment match, the status will be changed automatically.
Overview of all account statements
A new tab appears to see all statements across all business accounts. Of course, the employee's project assignments are still taken into account here so that you don't see too much.
In this interface there are the same filter options as in the posting overviews of the individual accounts.
Links between document and bank statement posting can be undone. It should be noted that this does not create a new entry (for accounting). The original entry is deleted and the new entry is created. The date of the posting is still the date of the bank posting.
- Linked account postings receive the "completed" status
- Account postings that have not yet been linked the "check" status
- Account entries recorded as "import errors" are shown crossed out
Completed links can be resolved with the action:
This entry is opened and is now to be posted again in the account statements.
It is possible to set additional properties by clicking on the Edit icon.
- Import error → Marks this entry as an import error and thus prevents this entry from appearing in the FiBu export
- Closed → Marks this transaction as closed and prevents this transaction from being listed again in the incoming payments
The search field allows searching for content in bank statement entries. E.g. the sales tax debits of the tax office in the last year for the tax office. Here it is possible to search in a flash for names, authorities or other texts. The search result can be exported as a list at the push of a button.
Accounting → Receipt of payments → The link of a payment amount to an order or an invoice can also be edited or changed manually (e.g. changing the distribution of an amount to several invoices). The linking of a bank statement to one or more invoices can be seen directly in the bank statements. To do this, open the payment at the front with the blue arrow.
To change these entries, click on the Edit button.
Now the view of a single bank entry appears. At the bottom you can see the link to one or more invoices, which can be edited.
It is possible to click on the individual entry and edit the amount by entering a new amount (e.g. 10 EUR is entered with separator "dot": 10.00) and clicking on "ok".
In this expert mode, it must be taken into account that the changed amounts add up to the total of the account posting.
The posting for a single invoice can be seen in the log of the document.
Totals and balances
The Totals and Balances tab shows an overview of the credit, debit and balance of each account within a given period. The period can be defined through the filter with "Date from:" and "Date to:".
The credit amounts are calculated from all positive values of the account statements and the debit amounts from the expenses. The balance is the difference between credit and debit. The start balance always refers to the balance on the day at the start of the selected period. In addition, the account number and name as well as the number of entries are displayed. The bottom line shows the totals of all accounts for the selected period.
Deleting an account import
A data import of a bank statement file can also be undone. Only the last import can be undone. In doing so, links are undone again - with the exception of liabilities.
It is possible to perform a live import via the incoming payments. To do this, select the cash book in the incoming payments and then click on the "Live import" button:
In the "Account sheet" area, account statements can be searched and filtered by the accounts from the chart of accounts.
In the account sheet you can...
1. Search for the accounts from the module “Chart of Accounts” (Administration → Settings → Accounting → Chart of Accounts)
2. Picked the contra accounts from the bank statements and checked if the contra account corresponds to a customer or supplier number
3. Search the business accounts that are DATEV accounts (i.e. if in the business account the "DATEV" field is filled other than with 0)
Simple manual recording of incoming payments (beta)
Additionally, xentral offers you the possibility to manually enter incoming payments. You can use this option if you have accounts that do not and will not have online access.
To ensure correct entry, enter the desired bank account under "Account". This is only a balance sheet account, but that is irrelevant here. The account is part of the G/L chart of accounts and both accounts are included in the chart of accounts.
You then decide whether your booking regards..
- … to customers, vendors or a G/L account ...
- … or to a balance sheet or an income statement
Note: "contra account" is not a mandatory field! If you post without a contra account, the mapping will be done in the incoming payment.
Note: This option is still in the beta phase.
Accounting for fees via regular liabilities
For charges or similar, there is also a workaround to permanently assign them to the correct account and initiate an automatic posting.
To do this, create a regular liability (Administration → Settings → Accounting → Liabilities → Regular Liabilities → *+ Create new entry*).
It is important that you select "Chart of accounts" as the type. For constant amounts for credit and debit, you can also enter a value here.