Holded allows you to easily and efficiently manage all your company's payments and collections. Whether you record a full payment, an advance payment, or an installment payment, you can associate these payments with the corresponding invoices.
In addition, by integrating payments and collections with bank accounts and performing reconciliations automatically, you can streamline your company's financial management in one place.
Create a payment, collection, or advance manually
To register a payment or collection, or an installment payment or collection (advance) in Holded, follow these steps:
Go to Treasury > Payments.
Click on the New Payment button.
Enter the following information:
The date on which the payment or collection was made.
Contact (customer, supplier, etc.).
Description (optional).
Add the positive amount (if it is a collection) or negative amount (if it is a payment), and select the bank account where you received the payment.
If it is a full payment or collection, enter the total amount.
If it is an advance (payment or payment in installments), enter only the amount received. The rest will remain pending.
Click on Create.
Your payment or collection will be registered in Treasury > Payments.
☝🏼 If you link an installment payment or collection to an invoice, Holded will automatically update the outstanding amount until the total is settled.
Relate a payment or collection to an invoice
To assign a payment or collection to an invoice, both must share the same contact. Follow these steps to do so:
Go to Sales > Invoices or Purchases > Invoices.
In the list, click the invoice you want to relate the payment to.
In the side panel of the invoice, find the "Payments" section and click Add payment.
In the pop-up panel, select Link to an existing payment at the bottom.
Choose the corresponding payment or collection from the list and click Confirm.
Note that if the payment or collection is partial, the remaining amount will remain unallocated.
Once related, the payment will appear as Assigned in Treasury > Payments in the "Status" column.
☝🏼 Remember that after assigning it, you will need to reconcile the transaction.
Other ways to create a payment or collection
If you prefer to manage your payments and collections in a more integrated way, you can do it from your accounting documents and movements. These are the other ways to create payments or collections in Holded:
Add a payment or collection to an invoice: you can add a payment directly from the sales or purchase invoice using the "Add payment" button. This automatically generates an accounting record and updates the list of payments and collections, marking it as assigned.
If it is an installment payment, you can add as many payments as you need until you pay it off. Learn more in these articles: Adding a payment or collection to a sales invoice, Adding a payment or collection to a purchase invoice.
Create a payment or receipt from an accounting entry: You can create a payment or receipt by manually creating an entry in the General Ledger, choosing "Payment" or "Collect" as the entry type, and assigning the payment to the corresponding bank account. Keep in mind that the amount of a payment or collection generated in this way cannot be edited, since it depends on the accounting entry. Learn more about how to do it here.
Create a payment or collection when reconciling: when reconciling your bank transactions, you can link a payment or collection to a document or journal entry, or create a new one. This ensures that your records are always up to date. Learn more here.
Edit a payment or collection
To modify a payment or collection already created, follow these steps:
Go to Treasury > Payments.
In the list, click on the payment or collection you want to modify.
Click the Edit button.
Update the necessary information.
Click Save.
Delete a payment or collection
To delete a payment or collection individually:
Go to Treasury > Payments.
In the list, click on the payment or collection you want to delete.
Click on the trash can icon and confirm the action.
To delete several payments or collections in bulk:
Go to Treasury > Payments.
In the list, check the box to the left of the payments or collections you want to delete.
In the drop-down menu below, click on the trash can icon and confirm the action.
Assign an account to a payment or collection
You can link payments and collections already created with the accounts you have previously created in Treasury > Accounts. This allows the accounting entries to be automatically assigned to the corresponding bank.
To do this:
Go to Treasury > Payments.
In the list, check the box to the left of the payments or receipts you wish to assign.
In the drop-down below, click the Assign Account icon.
Select the account from the drop-down menu and click Confirm.