Outgoing invoices (debtors)

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 "image-1719928964263.png")

    Import from Bank.png1.3. Import Bank payments
    1) Choose the file which you imported from Internet Bank
    2) Press Import

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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)

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3)  Select Incoming Payment which to "Relate" with Invoice
4) Press the button "Relate invoices" image-1719838166417.png

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

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4. Tips and Tricks

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

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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.

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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.

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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 with GoCardless?

To enable automatic bank statement downloads (up to 3 times per day), you need to connect your bank account with GoCardless.

Please follow the steps below:

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In Cloudex TMS first page/dashboard you can see

1) Import for bank account need to be made Manualy or it is configured it imports payments automatically using GoCardless API
2) Last import column shows when the last time payments are imported, maualy or automatically
3) After import payments are related automatically. If some payments could not be related automatically then it shows not related payment count and total unrelated sum
4) click on bank account and last 30 days unrelated payment list will be opened

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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 

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

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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

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How to send an unpaid outgoing invoice reminder

How to navigate to Unpaid outgoing invoices reminder tool.

Finances -> Outgoing invoices -> Unpaid outgoing invoices totals

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To see the correct list of unpaid invoices, set the date to the date image.png you want to check. The system will display all invoices that were still unpaid on that date.

If no date is selected, the system will display all unpaid invoices.

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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 image.png 
  2. Order must be in status "Delivered" image.png

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

ActiveOrderAutoInvoicing_en.gif


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

Whre to find checkbox "Generate invoice automatically"

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