Spotlight · Payment matching
Payment matching in TheStorageControl links received payments to open invoices. If the invoice number is in the payment reference, you get a proposal, even for a partial payment. Without an invoice number, only when exactly one open invoice has exactly that amount. Unclear cases go to review and are never booked automatically. You process the proposals in one go.
01 · Recording
You record a received payment with its method (bank transfer, cash or card), amount and the description or bank reference. The system uses that to find the invoice.
Paying online through a Mollie payment link takes care of itself: once Mollie confirms the payment, it is booked against the invoice.
02 · Matching
If the invoice number is in the description, the system links the payment to that invoice. If the amount is lower than what is open, it becomes a partial payment.
Without an invoice number, you only get a proposal when exactly one open invoice for that customer at that facility has exactly that amount, to the cent. There is no guessing on a name or on an amount that is roughly right. Every proposal shows why it is there.
03 · Review
If a payment fits more than one invoice, is an overpayment or has a duplicate reference, it goes under 'Needs review', with the reason. Such payments are never booked automatically.
From the review you open the invoice or split the amount yourself. If one payment covers several invoices, you allocate it automatically (oldest due date first) or by hand. Anything you do not allocate stays as customer credit.
04 · Processing
You first see a preview of every proposal, then process them in one go. Rather not do it yourself? Turn on automatic matching and it runs daily. It is off by default.
After a match the invoice is immediately paid or partly paid. A reminder that was queued is checked again just before sending and is not sent if nothing is open any more. Every link is in the audit log, and a run that is started twice by accident is only booked once.
FAQ
Yes, when it is unambiguous: with the invoice number in the description, or with an exact amount that fits exactly one open invoice. You process the proposals in one go, or turn on the daily automatic matching. Unclear cases are never booked automatically.
A partial payment with an invoice number is linked and the invoice becomes partly paid. An overpayment is never booked automatically: it goes to review, and anything not allocated stays as customer credit.
Yes. You allocate the amount automatically, oldest due date first, or split it across the invoices yourself.
Bank transfers, cash payments and card payments that you record with their description or bank reference. Online payments through a Mollie payment link are booked against the invoice automatically once Mollie confirms the payment.
The idea is the same: linking a received payment to the invoice it belongs to, so the invoice is no longer open. In TheStorageControl this happens in the operation itself, so invoice status and reminders are right straight away.
In a demo we show the platform using your situation: your facilities, your unit mix and the way you work today.
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