This guide instructs how to proceed when a customer is also a supplier, and invoices need to be cross-cleared in the sales and purchase ledgers. The guide includes the establishment of the payment method "Kuittaus" and its use in recording manual payments.
Occasionally, you may encounter a situation where a certain Customer is also a Supplier to the company, and there are invoices in the ledger that should be cross-cleared. There is no ready-made functionality for this situation, but with some preliminary preparations, a fairly straightforward method can be constructed.
Establish a new payment method "Kuittaus"
Open Basic Information | Sales Basic Information | Payment Method Management | Add New
You can give the payment method any name you want, and you can also choose the desired account. In this example, we use the name "Kuittaus" and the account "1777 Clearing Account".
Use the payment method for recording manual payment and receipt
Let's imagine a hypothetical situation in the system where Aarne Aarnio Oy is both a customer and a supplier. Aarne Aarnio Oy has invoiced the company 200 euros, and the company has invoiced him 100 euros. It has been agreed with the customer that the 100-euro sales invoice will be used to clear the company's debt to him.
You can also use this method in reverse for clearing, just do things in the opposite order!
Record receipt for the sales invoice
1. Open the Sales Ledger view and locate the invoice in question.
2. Add a manual receipt to the invoice and select the payment method (Account) "Kuittaus". Mark the payment date as the day the clearing is decided to be recorded, and record the same date for the payment in the other ledger.
3. The voucher formed from the receipt looks like this:
Instead of the bank account, the clearing account is used because no money actually moves in any direction. The sales invoice is cleared as paid in this case.
Record payment for the purchase invoice
1. Open the Purchase Ledger view and locate the invoice in question.
2. Add a manual payment to the invoice by opening the invoice, selecting purchase invoice actions, and then show payments. To make a manual payment on the purchase invoice, the invoice must be approved and posted. From the opened screen, "add new payment receipt".
Select the payment method (Account) "Kuittaus". Remember to adjust the amount to match the cleared amount and mark the payment date the same as in the other ledger!
3. The voucher formed from the payment looks like this:
Again, the clearing account is used instead of the bank account because no money actually moves in any direction. The purchase invoice is cleared as paid for one hundred euros, equivalent to the sales invoice. Here are the accounting entries side by side:
From the sales ledger, one hundred euros were transferred to the clearing account, and from the purchase ledger, it was then removed. The account serves only as an intermediary, and no balance remains "lying" there. Both ledgers have recorded a receipt/payment for the invoices, so the situation matches both in the ledger and in the accounting.
Keywords: ledger, clearing, sales invoice, purchase invoice, clearing account, manual receipt, accounting.
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