Knowledge Center

Register incoming payments

Incoming payments can be registered either manually or automatically. If you have many customers and a large amount of transactions, you can increase your efficiency by using EDI (Electronic Data Interchange).

It will decrease the risk of errors, and your accounts receivable will always be updated.

Import incoming payments file from factoring company
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Sent to factoring folder.

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This folder lists all the documents sent to factoring, selected from the Receivables folder. All documents listed in this folder are to be handled by the factoring company.

You may follow up on these postings, but they will not be included in any reminder-procedure if that is to be performed.

If you want to inspect the payment documents for the transactions, click the links to the Payment (PAY) documents to the right of the list.

Close open postings by importing files from the factoring company
  1. Start in the Sent to factoring folder.

  2. Press F12 to open the action menu and choose the option Import Confirmations from file.

  3. In the Import/Export Wizard popup, click the Select file button.

  4. Browse for the confirmation file.

  5. Click the Upload button. During an import of an file RamBase will register the connected PAY to ST:4 and the related invoice will be closed (ST:9).

Close open postings manually
  1. Select documents for action.

    1. It is possible to mark one, some or all of the documents by using the check-boxes.

    2. To view selected documents, use the radio button. The documents may be un-checked if needed.

  2. Click the Select Action-button below the document list.

  3. Select action (Confirm Payment) in the new popup, or Press F12 and choose the option Select Action: Confirm Payment.

Import incoming payments file from bank
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Receivables folder.

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The Receivables folder lists all open postings in the Customer Ledger. From this folder you may confirm payments to close the postings or send payments to factoring for further handling.

Close open postings by importing confirmation files from the bank
  1. Start in the Receivables folder.

  2. Press F12 to open the action menu and choose the option Import Payments from file.

  3. In the Import/Export Wizard click the Select file button.

  4. Browse for the confirmation file.

  5. Click the Upload button.

During an import of an OCR-file RamBase will register the connected payment documents (PAY) to ST:4 and the other related transaction documents will be closed (ST:9). The PAY documents will appear in the Payments folder.

Confirm incoming payments not imported from file
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Receivables folder.

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The Receivables folder lists all open postings in the Customer Ledger. From this folder you may confirm payments to close the postings or send payments to factoring for further handling.

Confirm payments not imported from file, but confirmed by the bank
  1. Start in the Receivables folder.

  2. Select documents according to the received bank statement. It is possible to mark one, some or all of the documents by using the check-boxes. To view selected documents, use the radio button. The documents may be un-checked if needed.

  3. Click the Select Action button below the document list.

  4. Verify that there is no extra documents which might have been accidentally selected.

  5. Click the Confirm payment button.

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  6. Verify that the selected bank match the actual bank receiving the payments.

  7. Set the currency date to the actual date the money was received.

  8. Make sure that there are no partial payments from one of the selected customers.

  9. If there are no partial payments, click the Start Action button. One Payment (PAY) will be generated per customer. The PAY documents appear in the Payments folder marked with st:4 which means that the payment is received and confirmed.

  10. A progress bar appears. When the process is complete a result window appears.

    • To view more information, click the numbers.

Invoices and credit notes where payments are confirmed, disappear from the Receivables folder, but will show in the Payments folder.

If there are payments that differs from the open amount - or partial payments, these payments have to be selected for a single customer only.

Partial payment of a sales invoice
  1. To open the Payments (PAY) application, find Finance in the RamBase menu and then Cash management. Click Payment transactions to enter the PAY application.

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  2. Click the + icon in the lower left hand corner to create a new payment.

  3. Select bank and press ENTER.

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  4. In the Pay Info section, select CUS in the PayType drop down-menu.

  5. Click the + icon in the lower left hand corner to add a new pay item.

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  6. Click the yellow arrow next to the Account field.

  7. Select customer and press ENTER.

  8. To view all documents for this customer, click the yellow arrow next to the InvoiceRef field.

  9. In the Select documents to pay popup, select the correct sales invoice (CIN) and click OK. Note that the invoice is not payed yet, only selected for payment.

  10. In the Amount field in the Amounts section in the upper right hand corner, enter how much you have received.

  11. Press ENTER. The residual amount will appear in the fields Pay in Adv, Amount and AccountTrans, Amount.

  12. To post the residual amount against the customer ledger, click on the yellow arrow icon next to the field Pay in Adv, Amount.

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  13. In the Payment in Advance popup, make sure to include a reference to the original sales invoice (CIN) in the Text field. Move the popup on the screen if you want to see the CIN reference.

  14. If you have got a new due date on the residual amount, make sure to change it to the correct date.

  15. Click OK.

  16. A new line with the residual amount (st:1) will appear in the Pay Item window .

  17. Press Esc. You are now back in the Payment window.

  18. From the action menu, click the option Register Payment.

  19. The payment is now registered (PAY st:4). The residual amount is now ready for payment on a PAY which is listed together with other unpaid invoices for this customer.

  20. If you want to verify the new open post, double click on the item line and the Pay Item window appears.

  21. In the Amounts section in the upper right hand corner, click on the link next to the field PayAdv. The Account Transaction Menu pops up.

  22. Click on the link in the Account column, the Customer window will open.

  23. Click on the Finance Transactions folder.

  24. Click on the radio button Open. The new PAY with the residual amount will be listed here together with other open transactions.

  25. To view the customer account transactions in a report, open the action menu and click on the option Cus Statement Report: All transactions.