Have you posted an invoice without registering a payment and are now wondering where to find it again? Here we explain how to set up Catacloud so you don't forget to register payment when posting, where to find an overview of invoices that have been posted but not paid, and how to find the total you owe your suppliers.
Set a default payment option when posting
When you post a supplier invoice, you can select the payment method directly in the posting screen. If the field defaults to No payment, it’s easy to forget to register the payment.
You can change the default so that a bank account is pre-selected:
Go to Administration → Accounting.
Under Standard settings, click Default payment option.
Select the desired bank account instead of No payment.
Click Update settings.
The next time you post an invoice, the payment field will automatically show the selected account. You can still change it manually per voucher if needed.
Have accounts in several banks? See Choose which bank account bills are paid from by default.
See which invoices have been posted but not paid
If you have already posted invoices without registering payment, you will find them in the Supplier Ledger. This shows all open postings – invoices that have been posted but where the payment has not been matched.
Go to Accounting → Supplier Ledger.
Turn on Open postings at the top of the report. You can filter by supplier or date to find what you're looking for.
Click the lock icon on an item to see whether the payment has been matched against a bank transaction – and which transaction it is linked to.
Click on the item itself to see the details and register payment if needed.
Note: The Supplier Ledger gives the most accurate picture when the bank has been reconciled. If you have not done bank reconciliation, items that have actually been paid may still appear as open.
How much do we owe suppliers in total?
If you need a total – for example for board reporting or cash-flow planning – there is currently no single overview in Catacloud. You can find the figures here:
Posted, unpaid invoices: Accounting → Supplier Ledger with Open postings turned on. The report shows the sum. Set Up to date to see the status on a specific day. Invoices that have been added to a payment, but where the payment has not gone through and been reconciled, are included here too.
Payments waiting in the bank: Bank → Payments, the For approval and Bank processing tabs. This shows what is about to be paid. Requires a bank integration.
Invoices not yet processed: Invoices that are still in the Voucher inbox or waiting for attestation have not been posted yet, so they are not in the Supplier Ledger. You need to add these yourself.
Important: Don't add up points 1 and 2. A posted invoice that is waiting for payment shows up in both places. The total is: Supplier Ledger (point 1) + invoices not yet posted (point 3).
To download the ledger, see How to find and export accounting reports.
When should you contact us?
You cannot find Default payment option under Administration → Accounting – contact us in the chat with the client name.
An invoice shows as unpaid in the ledger but you know it has been paid – check that the bank has been reconciled and contact us in the chat with the client name and invoice number.