"To be processed" status
In the finance section of AbaNinja, payments that you either manually or automatically import are generally automatically assigned to open invoices (customer invoices, customer credits, supplier invoices) if the amount and ESR reference line of the payment match the open invoice. If an imported payment cannot be automatically assigned, it receives the "To be processed" status. Payments with this status must be manually further processed as the system could not automatically assign them to an invoice.
Benefit:
The "To be processed" status helps you keep track of payments that require manual review. This ensures that no payment is lost or incorrectly booked and allows you to specifically resolve discrepancies such as partial payments, overpayments, or underpayments.
Reasons for the "To be processed" status
- Amount discrepancy:
The payment amount does not match the open invoice. This can be an overpayment or underpayment or a partial payment. In this case, you must decide how to proceed with the remaining amount (e.g., as a discount, rebate, donation, or to offset another invoice). - ESR reference line does not match:
The ESR reference line of the payment does not match the open invoice. This can occur if, for example, a recurring invoice is paid by standing order and the customer always uses the same ESR reference line, even though AbaNinja generates a new reference for each invoice. In such cases, AbaNinja recommends sending invoices as eBills to the customer's e-banking or informing the invoice recipient to use the correct reference line. - IBAN payments:
With IBAN payments, there are no ESR reference lines, so AbaNinja cannot automatically assign them to an open invoice. These payments must therefore be manually assigned or booked. - Other account movements:
Sometimes imported payments are account movements that are not relevant to your invoices. These can be manually booked, deleted, or archived.
Hints and tips
- When processing payments with the "To be processed" status, always check the amount and reference number first to ensure correct assignment.
- Use the option to send invoices as eBills to improve the automatic assignment of payments.
- If you receive IBAN payments that cannot be automatically assigned, manually book them and add a booking text or counter account as needed.
- Other payments that do not belong to your invoices can be archived or deleted to keep your overview clean.
- For partial payments or differences, decide whether you want to book them as a discount, rebate, or to another invoice.
- Manual processing is done in the finance section under payments, where you can open and edit payments.