Sometimes an invoice is only partially covered because a payment already exists in your ERP (e.g., NetSuite) but hasn’t yet been applied. When you then receive a new payment for the remaining balance, you can match both together in Kolleno, ensuring the invoice is fully reconciled.
For a step-by-step demonstration, watch our short video guide:
Step 1 – Identify the Invoice and Pre-Existing Payment
Navigate to the Reconciliation section.
Search for the invoice by reference number (e.g., Invoice #46).
Review details:
Invoice total (e.g., $100).
Pre-existing payment available but unapplied (e.g., $50).
New incoming payment (e.g., $50).
Step 2 – Review Unmatched Amounts
Check the invoice’s Unmatched Amount (e.g., $100).
Confirm the pre-existing payment is listed with an unapplied balance (e.g., $50).
Verify the new payment received also matches the outstanding difference.
Step 3 – Select the Invoice and Payments
Select the invoice transaction.
Kolleno will display both the invoice and related transactions:
The new payment you just received.
The pre-existing payment from NetSuite.
The Amount to Apply will equal the full invoice balance (e.g., $100).
Step 4 – Confirm Totals Match
Ensure the following totals align:
Invoice unmatched amount (e.g., $100).
Amount to apply (e.g., $100).
Combined value of the new and pre-existing payments ($50 + $50).
If all values match, click Match.
Step 5 – Push to ERP and Reconcile
Push the matched transaction to NetSuite.
Go to Review and Reconcile, then confirm.
Refresh to verify:
The invoice balance is reduced to zero.
The invoice status shows Paid in Full.
Step 6 – Verify Payment Records
Open the invoice history.
You’ll see two records:
The pre-existing payment (now applied).
The new payment (created by Kolleno and applied).
The unapplied balance of the pre-existing payment should now be zero.
