Once you’ve received payment into your bank account for your completed load, you’ll need to ‘process’ the payment on the CX system.
IN THIS ARTICLE:
Why you need to process payments
Confirming a receipt of payment, or 'processing a payment', keeps your accounts tidy and organised so you can easily see money owed to you (outstanding invoices) and money you've already received.
Confirming a receipt of payment, known as 'Processing a payment' on our platform, is essential for two reasons:
1. It helps you keep track of who has paid you and who still owes you;
2. It allows the Exchange to see which members are paying their invoices and which members are not.
Processing payments on our system keeps your accounts receivable tidy and helps us monitor potential problem payers so we can proactively address the issue.
How to process a payment
Before you record a receipt of payment on our system, make sure you've received the money in your bank account for the corresponding invoice.
Once you've confirmed that the money is in your account, you can go ahead and process your payment on the CX system.
There are two ways in which you can process a payment.
Step 1) Assuming your bank details haven’t changed, go to the ‘Accounting’ tab, and navigate to ‘Accounts Receivable’.
Step 2) Click on 'Process a payment'.
Step 3) Next, click on the dropdown arrow next to 'Invoice' and choose the invoice for which you’d like to record a receipt of payment.
The total amount owed to you and the date will be filled in for you automatically.
If you've already received a partial payment or received payment on another date, you can adjust these details manually.
Step 4) Choose the method in which you received payment (it defaults to bank transfer) and add any relevant notes. Click 'Save' when done.
You should see this message if your payment process was successful:
Step 1) From the 'Accounts Receivable' tab, click on 'View My Invoices'.
Step 2) This takes you to all your invoices generated for completed loads.
Under 'Settings', the system defaults to 'Filter by dates', but because you want to see all your invoices, uncheck this box.
Step 3) Where it says 'Filters', change it to 'All'.
Step 4) Once you've changed this filter to 'All', you should be able to see all your invoices.
To look for a specific invoice, use the 'Find' search tool to choose how you'd like to search for it.
You can search by Invoice Number, Biller, Due Date, Customer, Customer ID or Booking reference ID as shown below.
Step 5) Once you've found the invoice you're looking for, click on the green ‘+’ to process the receipt of payment.
This brings up the 'Process a Payment' window:
The total amount owed to you will be filled in automatically along with the current date.
If you have received a partial payment or were paid on a previous date, you can change either of these manually.
Select the payment method (it defaults to bank transfer) and add any relevant notes then click save.
You should see this message if successful:
Now that you've confirmed receipt of payment for this invoice, the column that says 'Owing', will be empty.
And just like that, with a few simple clicks, you've recorded who's paid you for loads completed on the Exchange and can see outstanding payments.
By doing this process for a paid invoice, it also helps us supervise problem payers and proactively step in to make sure you are getting paid the money owed to you.