Unbalanced Payments
- Emilia Stern
BRP Back Office → Invoicing → Unbalanced payments
An unbalanced payment lacks a reference to a valid invoice. This could for example be due to the payer not entering the right OCR number when paying an invoice.
The received amount is registered in the account for unbalanced payments.
Deviations are presented in a report after the OCR file is imported. This information is also accessible later from the Payment Journal.
This can be changed via the setting: OcrUnmatchedAccount
Settings
BRP Configuration → Settings → Settings
Setting | Value / Description |
|---|---|
OcrUnmatchedAccount Account for unmatched payments | Add the account that any unbalanced payments should be registered on. |
Create an unbalanced payment manually
It is possible to manually create unbalanced payments, e.g., for payments received in an account that is not reconciled in BRP, but still relates to BRP.
Go to BRP Back Office → Invoicing → Unbalanced payments
Click on + (plus sign)
Select facility, pay date and amount that was paid. Enter a reference and note if needed (optional)
Click “Complete”
Matching Unbalanced Payments
If you identify an invoice that an unbalanced payment refers to, it is possible to match these to together.
Go to BRP Back Office → Invoicing → Unbalanced payments. Find the payment you want to match to an invoice.
Select the unbalanced payment from the list → click the "Balance" button.
Enter the invoice number and click “Next”.
A confirmation dialogue is shown. Decide if you want to book the paying of the invoice on the pay day, or the “matching day”.
Once you click “Complete”, the unbalanced payment will then be used to pay off the invoice, and the unbalanced payment will be marked as processed.
If you want to issue a refund for an unbalanced payment, this must be done outside BRP via a bank transfer. In this case, open the unbalanced payment and check "Processed". However, it is important to ensure that the bank transfer is posted against the unbalanced payments account in the accounting system.
Managing Special Payment Cases
Special payments refer to payments classified as unbalanced by BRP and that do not relate to an invoice in BRP. Examples include employment subsidies, cash deposits, or payments from collection agencies that use the same bank giro number as BRP.
Review the list of unbalanced payments to check if any relate to something other than BRP invoices.
It is possible to directly post an unbalanced payment by selecting it and clicking the "Account coding" button. This opens a dialog where you specify the account to use for the transaction.
If a payment cannot be posted, a manual accounting entry should be created (in the accounting system) to offset the amount in the unbalanced payments account (Credit) against a suitable counter-account (Debit) depending on the type of payment in the bookkeeping.
Click on the unbalanced payment in BRP and check the "Processed" checkbox.
Create a Payment Journal.
Note! Some special payments are handled automatically by BRP and therefore do not appear as unbalanced. This applies to payments from, for example, collection agencies integrated with BRP, where the account used for collection payments is automatically offset.
Overpaid Invoices
BRP does not handle payments related to already paid invoices as unbalanced payments. Instead, it overpays the invoice, giving it a negative balance.
Possible actions:
Does the customer have another invoice to pay?
Offset the invoices against each other.
Go to BRP Back Office → Invoicing → Invoices. Select the overpaid invoice and click on the “Pair up” button. Enter the invoice number of the unpaid invoice that should’ve been paid.
Process a manual bank refund and register it as a manual payment with a negative amount in BRP.
Go to BRP Back Office → Invoicing → Invoices. Select the overpaid invoice and click on the “Pay” button.
Select payment method, account and the negative amount that matches the manually refunded amount.