After creating and sending invoices, the next step is to process the payments for those invoices. How you process a payment depends on the payment method used.
Payment methods for invoices
Pay via bank transfer and online
The recipient of the invoice can pay it via bank transfer or by paying the invoice online (e.g., via iDEAL | WERO). The responsibility for making the payment lies with the recipient of the invoice.
Via 'Settings > Administrations', you can configure per financial administration whether outstanding invoices can be paid online. Only invoices above the set minimum amount can be paid online. This prevents the payment processing costs from exceeding the invoice amount.
Collect via direct debit
When an invoice is marked for payment via direct debit, it is your responsibility to collect the payment. The initiative lies with your organization; the recipient of the invoice does not need to take any action to make the payment.
Process payments
You can process payments for each invoice. How you process the payment depends on the payment method. For every invoice, all payments are shown in the timeline in the right-hand column.
Bank transfer and cash payments
Payments made via bank transfer or cash must be processed manually for the relevant invoice. These payments can be processed either manually or by importing bank transactions into Congressus Manager and linking them to the corresponding invoice.
Betalingen handmatig verwerken
You can process a payment manually for an invoice.
Find the relevant invoice in Congressus Manager
Click 'Process Payment'
Check the payment method, amount, and payment date
Click 'Save'
Importing and matching bank mutations
Users of the Pro and Enterprise packages can upload their bank mutations via 'Financial > Bank' and match them with invoices.
Click ‘Upload CAMT.053’ in the top right and add a CAMT.053 file, or a ZIP file of CAMT.053 files, from your online banking. Other files are not imported, nor is a file whose mutations were all imported before.
Under ‘Uploads’ you can see whether an upload is still being processed. Open an upload to see only the mutations from that file.
The mutations are listed on the left, with how many still need a match above them. Click a mutation to see its details and ‘Suggestions’ on the right.
Click ‘Match this invoice’ on a suggestion. To match only part of the mutation, change the amount first.
No suitable suggestion? Click ‘Search invoices’ or ‘Ignore’.
‘Match certain suggestions’ matches every mutation that has a certain suggestion in one go.
A mutation has the status ‘To match’, ‘Partly matched’, ‘Matched’, ‘Over-matched’ or ‘Ignored’. An ignored mutation is kept and counts as handled. An over-matched mutation cannot be ignored: click ‘Remove match’ on an invoice first.
Online betalingen / iDeal | WERO
Our partner Mollie offers a wide range of online payment methods. All online payments are automatically processed for the correct invoice in Congressus. As a result, online payments do not need to be processed manually, as we handle that for you.
Betalingen via automatische incasso verwerken
For the correct processing of payments via direct debit, we have a separate article in our knowledge base: payments via direct debit.
Settle invoices
In some cases, you can settle outstanding invoices against each other. This only applies when the recipient of the invoice has also received other invoices from your organization with a negative outstanding balance (meaning the recipient is still owed money). This is often the case with credit invoices.
You can settle an invoice against another invoice using the steps below.
Find the relevant invoice in Congressus Manager
Click on 'Process Payment'
Choose the invoice you want to settle against from the list of payment methods
Click on 'Save'
The list of payment methods only contains outstanding invoices with the same recipient (member or organization).