Periodics processings

Reconciliation

The reconciliation makes it possible to associate the payments entries to the invoices entries. There are a manual method and an automatic method for the reconciliation. The two methods are accessible by the menu: Periodic Accountancy and finances > Processings.

The automatic method requires to choose a power. This one indicates the writings number which can be reconciled at the same time. Thus, a power of 5 will be able to reconcile 3 invoices with 2 payments. The more you choose a raised power, the more the seeking time is long. You can also indicate an adjustment amount which makes it possible to reconcile writings even if the credit sum isn't exactly equal to the debit sum: the difference must be lower the adjustment given.

Example, if you make an automatic reconciliation with power 5 on account 40 (Main Receivable), with a possible adjustment of 2 EUR, Tiny ERP can reconcile the following entries;

Writing	Debit	Credit
Invoice 3	45 EUR
Payment 12/3		25 EUR
Invoice 16	20 EUR
Payment 12/8		39 EUR

In this case, invoices 3 and 16 will be marked as being paid.

In certain cases, it's possible that Tiny ERP automatically doesn't detect payments/invoices associations. You can then use the manual method. This one consists in seeking writings, generally by specifying a partner in the research. Once the writings selected , click on the gears to execute the reconciliation. If there is a difference between the debits and the credits, Tiny ERP requires information necessary to the adjustments writings.

In the automatic method as in the manual method, it is possible to make an adjustment writing. This new writing generated by Tiny ERP allows to reconcile sums of credits and debits not equal. Generally, the counterpart of this adjustment writing of adjustment has to be in a profit and loss account.

The reconciled writings cannot be modified anymore. However you can remove the reconciliation thanks to the tool of the menu: Accountancy and finances > Periodics Processings > Cancel manual leterring.

Paiement d'une facture

Automatic management

In Tiny ERP, an invoice is said paid when the writings of this one are reconciled with the payments writings corresponding. The simplest procedure for the invoices management(customers and/or suppliers) and their payments is this one:

1. Encoding of the independently invoices, 2. Encoding of the independently payments, 3. Automatic reconciliation via the Tiny ERP tool

Thus, the extracts encoding is done while following the order of the extracts received by the bank, independently the fact that it is a supplier payment, a customer payment or a various operation. That allows a simple control, sheet by sheet of all the extracxt accounts. This system also makespossible to keep count of the advances, the payments in several times, the adjustments, etc.

To mark the invoices as being paid, it is necessary to launch the automatic tool of reconciliation which will make association between the payments and the invoices. Refer to the section on the reconciliation for more information.

Manual management

For the users who don't wish to use the accountancy of Tiny ERP but which wish to mark the invoices as being paid to be able to print the reminders, there is another method. Indeed, it is possible to select an invoice and to mark it paid from its sheet. To do that, click on the gears when you are on an invoice feature and select Pay Invoice.

Reminders

To print a clients account (remind), you have to select one or more partners and to click on the print icon. Then choose the report named 'late Payments'.

You can select several partners, thanks to the debts field in progress, and to print the customers account in mode lists in order to all print them in only once.

But Tiny ERP also supports a multilevel reminders method defining the reminders levels and to calculate each day automatically or each week which are the letters to be sent to the customers. To do that, first you have to define the reminders methods via the menu: Accountancy and finances > Definitions > Terms of payment > Reminders.

Then, periodically you have to click on the menu: Periodic Accountancy and finances > Periodic Processngs > Print the reminders. This one calculates and posts all the reminders automatically to be do. Don't forget to print the pdf document which appears on the screen because when this launched system, Tiny ERP saved the writings as being reminded and next the remind for these printed customers will be done only on the next level.

It is preferable to launch the automatic reconciliation before doing a remind. That doesn't have an influence on the amount due nor on the remind times but the customers account will be expurgated because the reconciled writings won't be posted.

Subscriptions

For the recurring expenses such as the rent. It is possible to define subriscription writings in Tiny ERP. To do that, each subscription must be defined via the menu: Accountancy finances > Entries accountings seizes > Subscriptions.

You have to fill in the followings fields;

Departure date: Date of the first writing
Periods number: A writings number to generate
Period and Type Period: Determine the difference between each writing which in time will be generated,
Writing model: must be a valid voucher (credits sum = debits sum). You can create a new writing model or re-use an existing model.

When your subscription is defined, don't forget to click on the 'Compute' button. Tiny ERP then will automatically generate the writings generation dates in the 'Subscriptions lines' section.