Record a payment and approve bank slips

An invoice is marked paid once a second person approves the payment you recorded, or the bank slip the customer uploaded. Nothing is credited before then.

MoMo and card payments never pass through these screens. They are recorded on their own when the provider confirms them.

Record a payment by hand

1. Open the invoice and choose Record a payment by hand.
2. Under What arrived, choose how it arrived, such as cash, bank or cheque.
3. Enter the Amount received and the Received on date.
4. Enter the Reference or receipt book number (required).
5. Under Note (required), say who handed it over, and where the money is now.
6. Choose Send for approval.

Hand-recorded payments need a second person, like refunds. Every one is listed in the audit log and in the month-end export.

Approve a recorded payment

Finance or the Owner decides a payment recorded by hand. The person who recorded it cannot approve it. Maker and checker are always two different people.

1. On the Dashboard, choose Check payment. Or open Payments to approve from the link the record form shows.
2. Pick the payment. Check the Amount received, Received on, Recorded by and Where this is.
3. Choose Approve · credit RWF 12,000 (the button names the amount). Or write a note and choose Reject.

Approving creates the payment, issues the receipt and tells the customer by SMS and email. Rejecting credits nothing.

Approve a bank slip

When a customer pays at the bank, they upload the slip. It appears on Bank slips to check and the Finance team gets an alert.

1. On the Dashboard, choose Check slip.
2. Read Slip compared with invoice. It shows what the Customer typed beside Our invoice.
3. Choose Show the file to see the slip. It passed the virus scan before it was shown. Opening it is written to the audit log.
4. Choose Approve · mark paid. Or choose a reason under If you reject, tell the customer why, then Reject.

Finance or the Owner decides a bank slip.

Match bank lines to invoices

Payments that arrive without an invoice number wait on Reconciliation under Payments to match. Open it from Open Reconciliation on Bank slips to check.

1. Choose Upload a bank statement (CSV) to read new lines from your bank. Lines already uploaded are skipped, so uploading the same file twice never adds a payment twice.
2. Each line shows a Suggested invoice and Why we think so.
3. Choose Confirm, or Record as part payment for less than the full amount. Choose Not this if the suggestion is wrong, and Find the invoice to search.
4. Choose Ignore… for a line that is not a customer payment.

MoMo payments made from a pay link always match on their own. Matching marks invoices paid, so Finance or the Owner does it.

Uploads open once your bank’s statement layout is set. The layouts Taji can read today are [BANK CSV FORMATS].

If something goes wrong

If a line says a payment of this amount is already recorded, do not confirm it until you have checked. Then contact Taji support at [email protected] or +250782009639.