How do you enter payments in Easyflor?

What are payments in Easyflor?

Payments are the amounts that customers transfer for their invoices. In Easyflor you can enter these payments in different ways and link them to the correct invoices, so your administration is always up-to-date.

Why do you need to enter payments?

• To track which invoices have been paid
• For an up-to-date overview of outstanding amounts
• To keep the financial administration complete
• For matching bank statements with invoices

Method 1: Add invoice payment directly (easiest!)

Use this method when you know exactly which invoice the payment is for.

Step 1: Go to outstanding payments

1. Click on the "Invoice" tile
2. Click on "Outstanding" under Payments

Step 2: Start a new invoice payment

• Click "+Invoice payment" at the top

Step 3: Select the customer

• Choose the debtor who has paid
• The system automatically shows all outstanding invoices from this customer

Step 4: Choose the invoice(s)

• Select the invoice that has been paid
• Tip: You can select multiple invoices at once if the customer has paid several invoices in one go
• Click "Apply"

Step 5: Fill in the payment details

A new screen opens where you fill in the following:

• Payment method: Choose how the customer paid (bank, cash, etc.)
• Amount: This is automatically filled in with the invoice amount
  • You can adjust this amount if the customer paid a different amount
  • Note: For multiple invoices, the amount is automatically distributed from oldest to newest
• Other details: These are optional (such as reference number, comments)

Step 6: Save the payment

• Click "Save"
• The payment is now added to the selected invoice(s)

Method 2: Add loose payment (flexible)

Use this method when you have received a payment but don't yet know exactly which invoice you want to link it to.

Step 1: Go to payments per debtor

1. Click on "Invoices"
2. Click on "Per debtor" under Payments

Step 2: Select the customer

• Choose the debtor whose payment has been received

Step 3: Add the payment

1. Click on "General Add payment"
2. Fill in the following details:
   • Payment method: How did the customer pay?
   • Amount: The amount received
3. Click "Apply"

Step 4: Link to invoices (optional)

After clicking "Apply":

• The payment column automatically switches to the invoice column
• All outstanding invoices from the customer are shown
• You can directly distribute the payment across the outstanding invoices
• You can also do this later if you prefer

What happens with remaining amounts?

Useful to know:

• If there is money left over after distributing, Easyflor remembers this remaining amount
• These outstanding payments remain visible in the overview
• You can link them to new invoices later

Where do you find all payments?

For a complete overview of all entered payments:

• Go to the "Lists" tile
• Click on "Payment list"
• Here you see all processed and unprocessed payments

Which method should you choose?

Use Method 1 (Invoice payment) when:

• You know exactly which invoice the payment is for
• The customer has mentioned the invoice number
• You want to write off one specific invoice

Use Method 2 (Loose payment) when:

• You have received an advance payment
• The amount needs to be distributed across multiple invoices
• You want to enter the payment first and link it later
• There is a remaining amount you want to save for future invoices

Need extra help? Contact your consultant if you have questions about entering payments.