Why doesn’t the receipt match the invoice amount?
You try to confirm a match in Uskladitev (“Reconciliation”), and the money on the bank statement doesn’t equal the open invoice’s amount. VegaERP won’t settle this approximately, because that could mean money is left unrecorded, or that a receivable is settled beyond what was owed. Instead it asks you how to handle the difference.
What the screen says
The receipt is larger than the invoice
Prejem 1.600,00 € presega odprto vrednost računa 1.450,00 € za 150,00 €. Izberite, kaj storiti s presežkom (prejeti predujem kupca, povračilo stroškov ali razporeditev na drug račun), ali pa navedite znesek in poravnajte le del tega prejema. (“The receipt of 1,600.00 € exceeds the invoice outstanding of 1,450.00 € by 150.00 €. Choose what to do with the excess, customer advance, cost reimbursement, or allocation to another invoice, or state an amount and settle only part of this receipt.”)
Rarer, on inconsistent data (for example if someone else already partly settled the same invoice while you were working), you may also see:
Za obravnavo preplačila mora prejem (1.200,00 €) presegati odprto vrednost računa (1.450,00 €). (“An overpayment disposition requires the receipt to exceed the invoice outstanding.”)
Izrecnega zneska ne navajajte skupaj z obravnavo preplačila: terjatev se poravna v celotni odprti vrednosti (1.450,00 €), presežek pa se knjiži ločeno. Odstranite znesek ali pa obravnavo preplačila, če želite poravnati le del. (“Do not pass an explicit amount together with an overpayment disposition. Drop the amount, or drop the disposition to settle a partial amount.”)
The receipt is smaller than the invoice
Za odpis manjka mora biti prejem (1.500,00 €) manjši od odprte vrednosti računa (1.450,00 €). (“A write-off requires the receipt to be less than the invoice outstanding.”)
The invoice has nothing outstanding
Ta račun nima več odprte vrednosti. Je že plačan. Osvežite nabiralnik. (“This invoice has nothing outstanding. It is already paid. Refresh the inbox.”)
The amount exceeds the outstanding balance when splitting across invoices
Znesek poravnave (1.600,00 €) presega odprto vrednost računa (1.450,00 €). Terjatve ni mogoče poravnati čez dolgovano. Presežek razporedite prek obravnave preplačila (prejeti predujem kupca, povračilo stroškov ali razporeditev na drug račun). (“The settlement amount exceeds the invoice outstanding. You cannot settle a receivable beyond what is owed. Route any excess through a disposition.”)
The transaction is in a different currency than the invoice
Ta bančna transakcija je v drugi valuti kot račun. Poravnava med valutama tukaj ni podprta. Plačilo evidentirajte ročno s pravilnim tečajem. (“This bank transaction is in a different currency from the invoice. Cross-currency settlement is not supported here. Record the payment manually with the correct exchange rate.”)
Why this happens
VegaERP needs to know where every euro goes. If the receipt is larger than the invoice, the excess has to land somewhere: as a customer credit, as revenue, or on another invoice, otherwise it would count as money that is nowhere on record. If the receipt is smaller, someone has to say whether it’s a discount, a bank charge, or the invoice is simply still partly unpaid. When the excess or shortfall isn’t negligible, VegaERP automatically opens a residual disposition window, titled To plačilo je večje od računa (“This payment is larger than the invoice”) or To plačilo je manjše od računa (“This payment is smaller than the invoice”) depending on the direction of the difference, so you can choose where it goes.
What to do
The receipt is larger than the invoice
When you confirm a match with an excess, the To plačilo je večje od računa (“This payment is larger than the invoice”) window opens. Choose one of two options:
- Presežek zabeleži kot prejeti predujem kupca (“Record the excess as a customer advance”), the default and recommended choice. The invoice settles in full and the excess stays as a customer credit you can apply to another invoice or refund later.
- Presežek knjiži kot povračilo stroškov (“Book the excess as cost reimbursement”). Use only when it’s a genuine recovery, for example awarded collection fees, not a plain overpayment.
If one of the rarer data-inconsistency messages appears instead of the dialog, close it, click Osveži (“Refresh”), and try again; those two messages only appear when the invoice’s state changed while you were working.
The receipt is smaller than the invoice
When you confirm a match with a shortfall, the To plačilo je manjše od računa (“This payment is smaller than the invoice”) window offers three options, not two. Which account the booking uses depends on the cause of the shortfall, so pick the right one:
| Option | When to use it | What it books to |
|---|---|---|
| Pusti račun delno odprt (“Leave the invoice partially open”), the default and recommended choice | You don’t (yet) know why the amount is short, or you expect a top-up payment | The rest stays open for a later payment |
| Manjko odpiši kot popust (“Write off the shortfall as a discount”) | The customer genuinely paid less than invoiced, for example rounding or an agreed discount | Account 7210 receivable write-offs |
| Manjko knjiži kot bančni strošek (“Book the shortfall as a bank charge”) | The customer paid the full amount and the bank deducted its own transfer fee | Account 4150 bank charges |
Do NOT write off a bank charge as a discount: it’s your cost, not a discount you gave the customer, and it books to the wrong account (7210 instead of 4150). If you don’t know whether it was a discount or a bank charge, check the memo on the bank statement or ask the customer before confirming either write-off option; Pusti račun delno odprt (“Leave the invoice partially open”) books nothing wrong in the meantime.
The invoice has nothing outstanding
Someone else already settled this invoice while you were working. Click Osveži (“Refresh”) in Reconciliation and look the transaction up again; it will match a different, still-open invoice if one exists, otherwise book it to an account with Knjiži na konto (“Book to account”).
The amount exceeds the outstanding balance when splitting across invoices
This message appears in the Razdeli plačilo po računih (“Split payment across invoices”) window when the amount you entered for one of the added invoices is larger than its outstanding balance (shown in the Odprto column). Reduce that amount to the invoice’s actual outstanding balance, and allocate the excess to another added invoice, or leave it as a remainder that stays open for the next payment.
The transaction is in a different currency than the invoice
Cross-currency settlement isn’t supported in Reconciliation. Record the payment manually, directly on the invoice, instead:
- Open the invoice and click Zabeleži plačilo (“Record payment”).
- Enter the payment date and amount in the bank transaction’s currency, plus the exchange rate used to convert it into the invoice’s currency.
- This manually recorded payment won’t automatically link the bank transaction; mark the transaction in Reconciliation as handled with Označi kot drugo (“Mark as other”), or match it to the now-recorded payment manually later.
If you can’t fix this yourself
If you don’t know whether a shortfall is an agreed discount or a bank charge, don’t guess: ask the customer, or check with the bank what exactly it deducted. Picking the wrong one between Manjko odpiši kot popust (“Write off the shortfall as a discount”) and Manjko knjiži kot bančni strošek (“Book the shortfall as a bank charge”) books to the wrong account and can only be fixed later with a correcting entry, so when in doubt choose Pusti račun delno odprt (“Leave the invoice partially open”) and ask your accountant.