Outgoing invoices (debtors)

• How to Import Bank Payments and Mark Invoices as Paid
• When is the invoice “Date sent” field filled in automatically?
• How to connect your bank account for automatic payment import?
• How to send electronic Invoice to your client?
• How to create a mutual comparison?
• How to send payment reminders for unpaid outgoing invoices?
• How to send outgoing invoices automatically
• How to credit an outgoing invoice and create a new corrected invoice?
• How to record a customer self-billing invoice?

How to Import Bank Payments and Mark Invoices as Paid

1. Payment of Outgoing invoices - automated data Import from the Bank
2. Linking Incoming Bank payments with Outgoing invoices
3. Outgoing invoice payment - manual data entry
4. Tips and tricks

Important! CLOUDEX TMS provides two options - automated and manual outgoing invoice.

Only one of options can be used for the accounting period!

1. Payment of Outgoing invoices - automated data Import from the Bank

1.1. Export Account report from your Bank
Open your company's Internet Bank > prepare the Bank Account report for the desired period > Export it in ISO format. > Save this document to your computer.

1.2. Open CLOUDEX TMS

1. Finance > Incoming payments

2. Import payments from the Bank (using symbol "")
   
   1.3. Import Bank payments
   1) Choose the file which you imported from Internet Bank
   2) Press Import
   
   

2. Linking "Incoming Bank payments" with "Outgoing invoices"

When importing payments from the Internet bank, CLOUDEX TMS creates attachment of invoices, but if the invoices are not attached to the payment amount, then do the attachment according to the instructions bellow.

1) CLOUDEX TMS > Finaces >Incoming payments
2) Filter >show only Unrelated payments "Unrelated" (payments which are not related to invoices)

3)  Select Incoming Payment which to "Relate" with Invoice
4) Press the button "Relate invoices" 

5) In the list of Invoices, select the appropriate invoice/invoices for which payment has been made, mark them.
6) Selecting "the up arrow" you will be able to relate the invoice to payment.
7) Confirm with the button "Close".
8) With "the green arrows" it is possible to switch to another "Unlinked" payment.

9)  With the filter, you can quickly find the required invoice by number, amount, etc.

When the Incoming Payment is linked to the corresponding invoice, the amount in the "Unrelated" column in the Bank incomings list will be zero.

3. Outgoing invoice payment - manual data entry

1. Go to Finances >Outgoing Invoices
2. Mark Outgoing Invoices which are paid
3. Choose function "Make Incoming payments for selected outgoing invoice"
4.  Choose appropriate Bank account, if you have more than one account
5. Enter the Payment date.
6. Save

4. Tips and Tricks

1 Trick. Add Bank account to payer in order to recognize Payer for next payments automaticaly

1. Choose Payer
2. Fill in the bank number.
3. Press "Add Account to Payer Account."

2 Trick. How to unrelate payment from invoice

When is the invoice “Date sent” field filled in automatically?

Cloudex TMS fills in the Date sent field automatically when both of the following conditions are met:

1. Send by email only is selected.
2. The invoice is sent by email from Cloudex TMS.

When the Date sent field contains a date, the invoice status changes automatically to Invoice sent.

The “Send by email only” checkbox value is set automatically when generating an invoice from an order.
The checkbox value depends on the “Send invoices” field value.

Send invoices values marked with “*” set the “Send by email only” checkbox value automatically:

Send invoices setting	“Send by email only” selected automatically
By e-mail (with POD)	Yes
By post (with POD)	No
By e-mail and post (with POD)	No
Don’t send (Self-billing)	Yes
Download in Client Portal	Yes
By e-mail (invoice upon delivery, second time with POD)	No
By e-mail (without POD)	Yes
Upload to the Client Portal together with POD	No

When should I enter the “Date sent” manually?

Enter the Date sent manually if the invoice was sent outside Cloudex TMS or if the date was not filled in automatically.

For example, manual entry may be required when the invoice was sent directly from Outlook or another email application.

How to connect your bank account for automatic payment import?

Cloudex TMS can automatically import payments from your bank account and match them with outgoing invoices.

The bank connection is provided through GoCardless.

Why should I connect my bank account?

Without an automatic bank connection, someone needs to regularly download bank statements and import them into Cloudex TMS manually.

With automatic payment import, Cloudex TMS can:

• automatically download new bank transactions up to 3 times per day;
• automatically match payments with outgoing invoices where possible;
• keep payment information in Cloudex TMS more up to date;
• reduce manual bank statement imports;
• show payments that could not be matched automatically so they can be reviewed.

This means your accounting and transport teams spend less time checking whether customers have paid and importing payment information manually.

How much does automatic bank payment import cost?

Automatic bank payment import is a paid Cloudex TMS add-on.

Price: €10 + VAT per month for up to 5 connected bank accounts.

If you need to connect more than 5 bank accounts, please contact Cloudex support.

How to connect your bank account?

Go to: Your profile Settings → Settings → Classifications → Bank accounts

Select the bank account you want to connect and start the GoCardless bank connection process.

Follow the GoCardless authorization steps and select the bank account you want to connect with Cloudex TMS.

After the connection is completed, Cloudex TMS will start importing transactions automatically.

How can I check whether automatic import is working?

On the Cloudex TMS Dashboard, you can see information about each bank account.

Import method: The bank account shows whether payments are:

• imported manually, or
• imported automatically through the GoCardless API.

Last import: The Last import column shows when payments were last imported into Cloudex TMS.

This can be either a manual or an automatic import.

Unrelated payments

After importing payments, Cloudex TMS tries to match them automatically with invoices.

If some payments cannot be matched, the Dashboard shows:

• the number of unrelated payments;
• the total amount of unrelated payments.

Click the bank account to open the list of unrelated payments from the last 30 days.

Review these payments and relate them manually when necessary.

What should I do if payments are no longer imported automatically?

Check the Last import date.

If automatic imports have stopped, the bank authorization may have expired or need to be renewed.

Reconnect the bank account through GoCardless or contact Cloudex support if the problem continues.

Related articles

• How to import bank payments manually
• How to check unpaid outgoing invoices

How to send electronic Invoice to your client?

In order to send  electronic Invoice to your client (PEPPOL, rekini.lv or other formats)

Go on Partner > Invoices > Electronic invoice format in email chose: Peppol or other > Save 

When you send an invoice to your client, electronic invoice (PEPPOL or other formats) will be included as an attachment.

How to create a mutual comparison?

Mutual Comparison Acts – Documents used to compare and reconcile financial transactions, balances, or invoices between two parties.

Create and manage reconciliation documents to compare balances and transactions with customers or suppliers.

Finances -> Outgoing invoices -> Unpaid outgoing invcoices tools

How to send payment reminders for unpaid outgoing invoices?

Use this instruction when you need to send payment reminders to customers for unpaid outgoing invoices.

1. Open Finances → Outgoing invoices → Unpaid outgoing invoices totals.

2. In the Due date field, select the date you want to check (usually today).
3. CLOUDEX TMS will show the invoices that were still unpaid for the selected due date.

If no Due date is selected, the system will display all unpaid invoices.
Usually, payment reminders should be sent only for overdue invoices.

4. Select the customers for whom you want to send payment reminders.
5. Click Send payment reminders. 

6. In the reminder window, select the required payment reminder text.
7. If needed, select Attach unpaid invoices as PDFs.
8. Send the payment reminders.

If Attach unpaid invoices as PDFs is selected, the unpaid invoices will be added to the reminder email as separate PDF attachments.

Where will the payment reminder be sent?

CLOUDEX TMS sends the payment reminder using this order:

1. To the customer’s Reminder email.
2. If the Reminder email is empty, to the customer’s Invoice email.
3. If both fields are empty, the reminder is sent to the manager responsible for the order included in the

 

Common mistakes

• No Due date is selected, so all unpaid invoices are shown.
• The wrong customer is selected.
• The customer’s Reminder email is empty.
• The invoice is unpaid in CLOUDEX TMS, but it has already been paid outside the system.
• Unpaid invoice PDFs are not attached when the customer needs invoice copies.

How to send outgoing invoices automatically

To generate an invoice automatically, the following criteria must be met:

1. In the client card Invoices tab has to be mark  
2. Order must be in status "Delivered"

3. Depending on the selected “Send inv.” option, a POD/CMR may need to be uploaded and approved before the invoice can be generated.
   

Active orders

Second orange empty circle means POD/CMR approval is expected,
icon indicates that the invoice is ready to be generated manually,
  icon indicates that the invoice will be generated automatically.

Whre to find checkbox "Generate invoice automatically"

How to credit an outgoing invoice and create a new corrected invoice?

Use this instruction when an outgoing invoice has already been created, but it must be corrected by creating a credit invoice and then creating a new corrected invoice.

This process includes four main steps:

1. Create a credit invoice for the existing invoice.
2. Create a new corrected invoice.
3. Update the income amount in the client order.
4. Clear the debts for the original invoice and the credit invoice.
   

1. How to create a credit invoice?

1. Open the outgoing invoice that needs to be credited.
2. Click the three-dot menu.
3. Select Create credit invoice.

CLOUDEX TMS will create a new invoice with the type Credit invoice. The credit invoice will have the same amount as the original invoice, but with a minus value.

If you only need to credit part of the invoice amount, click the Edit icon in the invoice content list and change the amount.

2. How to create a new corrected invoice?

Before creating the new invoice, correct the information in the related Client order that caused the original invoice to be incorrect.

Then create a new outgoing invoice from the same client order.

3. How to update the income amount in the client order?

Open the related Client order and update the Income amount so that it matches the total amount of all outgoing invoices connected to this order.

This is important when the corrected invoice amount is different from the original invoice amount.

4. How to clear the debts for the original invoice and credit invoice?

After the credit invoice is created, clear the debts for both:

• the original outgoing invoice;
• the credit invoice.

Create an Outgoing invoice clearing act. After the clearing act is created, the debts for both invoices will be cleared and both invoice statuses will be changed to Paid.

Common mistakes

• The client order is not corrected before creating the new invoice.
• The credit invoice amount is not adjusted when only part of the invoice should be credited.
• The income amount in the client order is not updated after creating the corrected invoice.
• The original invoice and credit invoice debts are not cleared.

How to record a customer self-billing invoice?

Use this function when your customer uses self-billing — meaning that the customer creates the invoice for your services on your behalf.

In Cloudex TMS, you should still create the Outgoing invoice as usual so that the revenue, customer debt and related Client orders are correctly recorded in the system.

Additionally, Cloudex TMS allows you to save the invoice number assigned by the customer in the Self-billing No field.

This is especially useful when the customer later makes a payment using their self-billing invoice number as the payment reference.

1. How to enable self-billing for a customer?

You only need to configure this once for each customer that uses self-billing.

Go to: Partners → Open the customer → Invoices

1. Open the Invoice tab.
2. Select Customer uses self-billing.
3. Click the Save button.

After this setting is enabled, the Self-billing No field will become available on outgoing invoices created for this customer.

2. How to enter the customer's self-billing invoice number?

Create the customer's Outgoing invoice in Cloudex TMS as usual.

On the outgoing invoice:

1. Find the Self-billing No field.
2. Enter the invoice number shown on the self-billing invoice received from the customer.
3. Click the Save button.

Example

Cloudex TMS outgoing invoice number: INV-2026-01584

Customer's self-billing invoice number: SB-45879

Enter SB-45879 in the Self-billing No field.

The Cloudex TMS invoice number remains unchanged.

Why is the Self-billing No important?

Customers that use self-billing may use their own invoice number when making a payment.

Saving this number in Cloudex TMS makes it easier to identify which outgoing invoice the received payment belongs to and helps with automatic or manual payment matching.