Bill matching and ageingMatch receipts to bills and age what is still open.
Allocate receipts, payments and notes against a party's open bills, release matches when needed, and report outstanding and ageing by party.
Shipping finance
Overview
Bill Matching works one party and one settling voucher at a time. Choose whether money was received or paid, pick the receipt, payment or note, and Sailix lists the party's open bills: sales and purchase journals, debit notes, and export and import invoices. Enter a settle amount per bill, or let Auto-allocate fill them in the order shown.
Each saved match is kept as a record you can open in Matched Bills Details and reverse in Bills Unmatching. For bills that have posted to the ledger, the match reduces the bill's outstanding amount, and that is the figure the Party Ageing and Sales Person O/S reports read when they place open balances into ageing buckets.
Capabilities
What it does
Receivable and payable matching
Match money received (a receipt or credit note) against what a party owes, or money paid (a payment or debit note) against what you owe that party.
Partial settlement
Each bill takes its own settle amount in foreign and local currency. Over-settling is rejected, and the server rechecks the live outstanding amount before saving.
Auto-allocate open bills
Auto-allocate fills bills in the current sort order, oldest first by default, until the voucher's unallocated amount is used up. Clear amounts resets the grid.
Matched bills and unmatching
Matched Bills Details shows each match with outstanding, matched and balance per bill. Bills Unmatching releases a whole match and restores the bills' outstanding amounts.
Party ageing report
Age open bills by transaction date or due date into not due, 0 to 30, 31 to 60, 61 to 90 and over 90 days, plus an optional unadjusted balance.
Party outstanding report
One row per party shows debit, credit and balance for receivable, payable, advance in and advance out, with credit days, credit amount and last collection date.
Workflow
How it works
First
Pick the party and voucher
Open Bill Matching, choose money received or money paid, select the accounting party and then the receipt, payment or note that still has an unallocated amount.
Then
Allocate to bills
Type a settle amount against each open bill, use the fill control on a row to settle it in full, or run Auto-allocate across the list.
Next
Save the match
Saving stores the match with its totals and, for ledger-posted bills, writes the settlement that lowers each bill's outstanding. The match is dated at the time of saving.
Finally
Report what is open
Run Party Outstanding or Party Ageing as on a date, filtered by party, sales person or office, and download the result as PDF or Excel.
Questions
Questions and answers
Can I match one receipt against several invoices?
- Yes. A single receipt, payment or note can be spread across any number of the party's open bills, each with its own settle amount, and a bill can be settled in part. The balance left on each bill is its outstanding amount less what you settled.
How do I undo a bill match?
- Open Bills Unmatching, find the match by party, direction or voucher, and release it. Sailix removes the settlements the match created, restores each bill's outstanding amount and keeps an audit record of the release. A match is released as a whole, not bill by bill.
Is ageing calculated from invoice date or due date?
- You choose on the report. Ageing can run on transaction date or on due date. Where a bill has no due date, Sailix uses the voucher date plus the party's credit days, falling back to the credit days on the customer record.
Does bill matching post exchange differences?
- No. Saving a match does not create an accounting entry. Amounts are settled in the bill's currency and in local currency at the bill's own implied rate, and any exchange difference is left for your accountant to book separately.
Related
Works with
Vouchers and journals
Receipt and payment vouchers, contra, purchase and sales journals, and credit and debit notes, each posting a balanced ledger voucher when saved.
Financial reports
Trial balance, profit and loss, balance sheet, general ledger, cash and bank books, and party ledgers, generated from posted ledger entries as PDF or Excel.
Agent statement of account
A statement of account per principal line with annexures, month closing, carry forward, debit notes, settlement and an Excel workbook.
Part of Shipping accounting software
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