Payments and Invoice Matching

Use Financial > Payments to import payments from a bank or accounting export and link them to invoices. DirectPort suggests matches for you to review, then updates invoice balances when you confirm the import.

This page records payments that have already taken place. To configure the bank details shown on invoices, see Bank Accounts and Invoice Payment Details.

Before you start

• Select the company whose payments you are importing in the company switcher.
• Prepare one CSV, XLS, or XLSX file, up to 10 MB. Excel files must contain only one populated worksheet. Each import supports up to 20,000 rows and 80 columns.
• Keep the export's column headings and available payment dates, amounts, currencies, counterparties, and invoice references. References help DirectPort suggest invoice matches.
• Invoices must be Approved or Posted, belong to the selected company as seller or buyer, and have an outstanding balance to be available for matching. Deleted invoices and credit notes are excluded.

1. Upload the export

1. Open Financial > Payments.
2. Drop the file into the upload area, or click to browse.
3. Select Find invoice matches.
4. Keep the page open while DirectPort reads the export and prepares the review. Larger files can take a few minutes.

Uploading prepares a review; it does not yet record payments or change invoice balances.

2. Review the suggested matches

On Review payment matches, check the company and filename. Open Import details to see the company detected in the export, any notes, and the number of non-payment rows excluded.

Use the tabs to review the results:

Tab	What it shows
Matched	Payments with an invoice allocation. Non-duplicate payments with suggested matches are selected initially.
Needs attention	Payments without a match, with an unallocated remainder, in a currency other than EUR, or with an allocation error.
All	Every payment found in the export.
Duplicates	Payments recognized as already imported or repeated in the file. These cannot be selected. The tab appears when duplicates are found.

A payment can appear in both Matched and Needs attention. A suggested match may still need adjustment.

For each payment, check the date, counterparty, amount, and whether it was Received or Sent. Open Details for the matching explanation, source row, journal, and references. Select an invoice link to inspect the invoice in a separate tab.

DirectPort uses invoice references, payment direction, currency, and available counterparty information to suggest matches. Ambiguous references may require you to choose the invoice yourself.

3. Add or adjust an invoice match

1. Select Match invoice or Edit match on the payment.
2. Choose an Invoice. The list shows its counterparty and outstanding balance.
3. Enter the amount to apply in Allocate.
4. Use Add invoice allocation if the payment covers more than one invoice, or Remove to discard an allocation.
5. Select Done, then check the payment's checkbox if you want to import it.

Received payments can be linked to the selected company's sales invoices; sent payments can be linked to its purchase invoices. The payment and invoice must have the same currency.

Each allocation must be positive. Allocations cannot exceed the payment amount, and the total selected for an invoice cannot exceed its outstanding balance. Choose each invoice only once within a payment.

Partial payments and payments covering several invoices

• Partial payment: allocate a €400 receipt to an invoice with €1,000 outstanding. The remaining invoice balance is €600.
• Several invoices: split a €1,000 payment into €600 for one invoice and €400 for another.
• Excess payment: if a €1,050 payment covers an invoice with €1,000 outstanding, allocate €1,000. The remaining €50 stays Unallocated.

Payments without an invoice

You can select and import a payment without linking it to an invoice. If you opened the match editor, remove any unfinished allocation before confirming. The payment is recorded as unallocated and does not reduce an invoice balance.

Finish allocations during review

The Payments list shows recorded payments but currently has no action to edit their allocations after import. Complete the invoice links you need before confirming.

4. Confirm the import

1. Review All and Needs attention, including payments on other pages. Select the payments to import and clear any you want to skip.
2. Check the selected payment count and any allocation errors. Switching tabs does not clear your selection; the header checkbox selects or clears all eligible payments in the current view, across its pages.
3. Tick Selected payments reviewed for [company]
4. Select Import … payments.

DirectPort records the selected payments and applies their allocations to invoice balances.

Confirmation finishes the review

Unselected payments are skipped. The import then becomes Imported, and its review cannot be reopened. Uploading the same confirmed file again reports that it has already been imported for this company.

To leave before confirming, select Back to payments. The import remains Awaiting review, and you can reopen it through Imports > Review matches. Changes to selections and allocations are not saved when you leave the review.

Discard is available for imports awaiting review, in the review screen and Imports tab. Discarded files can be uploaded again.

Find recorded payments and source files

The Payments tab shows the date, counterparty, amount, bank, linked invoices, unallocated amount, and source file and row. Select an invoice number to open it.

An invoice with linked payments shows a compact payment notice with the allocated amount, date, and bank or journal. Select View to open that payment in Payments, then Show all payments to return to the full list.

The Imports tab lists uploaded files and their status:

• Awaiting review: select Review matches to continue.
• Imported: the review has been confirmed.
• Download: download the original source file for either status.

Verify saldo per party

Open Party balances to check the selected company’s current invoice balances. Search by party name, then select a party to inspect the invoices and credit notes behind its balance.

Both the party list and invoice breakdown have sortable columns, search, and pagination. Use the status filter above the party list to narrow the results. The party list shows 50 rows per page; the invoice breakdown shows 25. Use Open docs to find parties with unsettled invoices, including parties whose net saldo is zero.

Balances load when you open the tab and are calculated once after the invoice data loads. Quick tab switches reuse the company’s cached result; automatic requests are deduplicated for one minute. Imports and deletions invalidate that cached result. The calculation time is shown beside Refresh, which forces a reload.

Each currency has its own row. Receivable is the outstanding sales total, Payable is the outstanding purchase total, and Saldo is receivable minus payable. Positive saldo is due to you; negative saldo is due to the party. Net zero means open amounts offset each other; Settled means every included document has zero outstanding.

Balances include approved and posted invoices and credit notes, excluding deleted documents. Allocated payments reduce the balance. Documents marked paid without linked payments count as settled; where payment links exist, the balance uses allocations for the selected company. Unallocated payments and opening balances are excluded, so this is an invoice saldo rather than a complete accounting ledger balance. Select Refresh to reload the latest amounts.

Delete payments

Use the payment’s ⋮ > Delete menu, or select rows and choose Delete selected. Deletion also removes invoice allocations. Mark linked invoices unpaid clears the paid status and payment date on linked invoices; it is on by default. Clear it only if the invoices should remain marked paid.

The original import remains Imported after payment deletion.

Troubleshooting

Problem	What to check
I am asked to select a company	Choose an individual company in the company switcher before importing or viewing its payments.
The file is rejected	Check the format, size, row and column limits, and that there is only one populated worksheet.
No bank payments are found	Check that the export contains payment entries and readable column headings, rather than only invoices or summary totals.
An invoice is missing from the match list	Check the company, Approved or Posted status, outstanding balance, currency, and payment direction.
A payment has no suggested match	Check its references in Details, then use Match invoice to choose an eligible invoice manually.
The payment is not in EUR	Review its currency and allocate it to invoices in that same currency.
The Import button is disabled	Select at least one payment, fix allocation errors, and tick the company confirmation checkbox.
The allocation exceeds an invoice balance	Reduce the allocation and check whether other selected payments also apply to that invoice.
A payment is marked as a duplicate	It was recognized as already imported for this company or repeated in the file and cannot be selected again.

If you need help correcting a confirmed import, contact support.