Synchronization between Payment Link and Accounting

The "Payment Link" feature allows easy collection of payments via credit card for your organization.

If you subscribe to the Pro offer, and you use the "Accounting" feature, the payment received is automatically recorded in your accounting to save you a maximum amount of time. This article explains how this works and any actions you may need to take to ensure your accounting is precise.

• Accounting entries of a payment received via a payment link
• Reconciling the payment with an existing debt
• No corresponding debt exists: what should you do?

The Accounting feature is only available in the Pro offer. Learn more about our offers.

The accounting entry of a payment impacts 2 accounts:

• your online account, where the money arrives
• the third-party account of the person making the payment

Example:

You can, for example, find all this information in the journal of your online account, accessible from Accounting > Documents → Journal, by selecting "Online Account" in the dropdown menu.

Reconciling the Payment with an Existing Debt

Let's take an example to illustrate:

• You created a membership form with various payment methods: credit card, checks, cash, etc.
• John signed up on the membership form, indicating that he would pay his membership fee of $120 by check. The membership fee is therefore recorded.
• Time passes, the check does not arrive. No payment is recorded in accounting.
• You send him a payment link to claim the $120 he owes you. He pays using the payment link.

How to ensure that his membership appears as paid in your accounting?

Go to Accounting > Book Entry → Manage your Payables and Receivables.

Using the filters, find the 2 entries that interest you: the claim and the payment.

Select them and click on "Group Payments"

Note: it is only possible to group these entries if they are related to the same third party. If your claim is not linked to the contact who made the payment, open the detail of the entry and link it to the contact.

The two entries are therefore linked: the membership - now paid - disappears from the claims.

Note: the claim may come from the manual recording of a receipt from Accounting > Book Entry → Book a new revenue, for which you would have indicated a later payment. The manipulation is exactly the same.

No Corresponding Debt Exists: What should you do?

Let's take an example to illustrate:

• You send a payment link to Jean to claim the $120 he owes you for a past occasion, never recorded in accounting.
• He pays using the payment link.
• The payment is recorded in your accounting.
• You must therefore create the Accounting Product that corresponds to the payment received.

The payment is made for a donation or a membership

In this case, we suggest going through a donation or membership form if you have one on your platform: this will allow you to register the payer as a donor or member of your organization, and thus consider them as such in your Community. This will give you more precise management.

Taking the example of a membership payment (the process is the same for donations):

• From Forms & Campaigns > Memberships, click on "Manage members" on the form that interests you

• Click on "Add a member" on the right side of your screen
• Enter the requested information: name, first name, email, chosen formula. If the person is already in your community, link their membership to their contact. On the following page, optionally enter the requested information about the contact.
• At the step of recording the payment, check "Subsequent payment", then save.

Once the membership is registered with the payment indicated as not received, a claim entry is created. For the next steps, simply follow the detailed steps above: Reconciling the payment with an existing debt.

The payment is made for another type of revenue

In this case, go to Accounting > Book Entry → Book a new revenue.

Indicate the different elements, and check the "Subsequent Payment" box (if it does not appear, make sure you have activated commitment accounting from Settings > Accounting).

Save.

Now that your claim is created: follow the detailed steps above: Reconciling the payment with an existing debt.