Introduction
In automatic posting, KLARA offers you various payment methods to choose from.
Here you can specify how the respective document was or will be paid. For the standard procedure via the company bank account, select "Bank account." All other options are explained here.
The selection of payment methods depends on the selected business case (payables, i.e., expenses, or receivables, i.e., income). While a payment can be initiated for payables, for receivables you specify how your customer will pay or has paid the invoice.
Payable – Not yet paid, initiate payment
If the payable still needs to be paid, first select the payment method.
- KLARA creates an open item for this partner/document.
- In addition, this payment is added to the "Pay" list. You can use this to send the payment order for all invoices directly to the bank, either via automatic bank reconciliation or manually by uploading the «pain.001» file to the bank.
QR payment
Select this option if the invoice includes a QR code. KLARA reads the information in the QR code and any text information on the payment slip and fills in the entry form for you.
Bank transfer to an IBAN account
Does the invoice contain IBAN information, or is it an international bank transfer? Then this is the right payment method for your invoice. In addition to the payee's IBAN number, this payment method requires a payment reference such as «Invoice 15», «Customer number 12346», or «Rent January».
Payable – Already paid
Cashless payment
TWINT, PayPal, e-wallet, prepaid credit, Revolut, or similar. You can select this payment method when expenses were paid in a cashless form, but not from the connected bank. This payment method is posted directly to the corresponding account, and no open payable (open item) is generated.
To do this, first enter «Other cash account» in the opening balance sheet.
Cash register (all cash payments)
The invoice was paid in cash through a cash sale, a payment from a KLARA cash register, or a cash, postage, or expense cash register. This payment method is posted directly to the corresponding cash account. No open item is generated.
Here too, the account must be recorded in the opening balance sheet. (Cash register, cash, expense cash register, etc.)
KLARA - CASH REGISTER POS
With the KLARA cash register, the payment is debited/credited to the KLARA cash register's transfer account. On the other side, this money must be recorded in the cash register. No open payable or receivable (open item) is generated.
Bank account
For automatic account debits such as eBill and direct debit (LSV), or payments entered directly in online banking, the corresponding document can be posted using this payment method.
- This function can also be used for payments made with a bank card, such as a PostFinance Card or a Maestro card from the connected bank. (They also appear in the sync.)
- In KLARA, this payment method posts the transaction as an open payable (open item).
- This must later be cleared through bank reconciliation when the payment is actually made. It does not trigger another bank payment.
- Enter your company's bank account in the company master data beforehand.
Employee
The document was paid privately by an employee, and you want to reimburse the money with the next salary payment. (Via the KLARA Payroll module) Then use this option.
- With this payment method, the amount is posted to an employee's current account, and you specify with which of the following salaries the amount will be paid out as expenses.
- The prerequisite is that KLARA Payroll has been set up. Otherwise, select payment by another person.
Other person
A third party (private individual, employee, etc.) paid the document. The payment is then posted to the current account. The paid amount remains in the current account until it is reimbursed or written off.
- Beforehand: Enter the account in the opening balance sheet under "non-interest-bearing current account" or "interest-bearing current account."
- First select the partner (e.g., private individual or credit card company) and the relationship to them.
Who paid? → What should you select?
| Who paid | Payment method / account |
|---|---|
| Company owner of an LLC/corporation, management, association president/board member, project manager | «Other person» → Current account |
| Sole proprietorship owner: Learn more |
«Other person» → Specify person Private account (sub-option only for the legal form sole proprietorship) |
| Payment with a company credit card | «Other person» → Current account (credit card recorded as a current account) |
Do you use company credit cards? Then we recommend also recording the credit card as a current account and selecting this option for documents paid with the card. As soon as you pay the credit card invoice, the account is cleared again.
Transfer account
The document is not posted directly to the expense/revenue account, but is temporarily held in a suspense account—usually at the instruction of the trustee or accountant.
Identifying characteristics
A so-called transfer account must be recorded for the following accounts.
- Suspense account
- Auxiliary account
- Cash-in-transit account
- Clearing account
- Transfer account
- “The trustee/accountant said I should use an interim account”
What KLARA does automatically
| Case | Account |
|---|---|
| Salary payments | Automatic transfer account for salaries (existing salary suspense account) |
| All other cases | General transfer account (already available). |
| Additional requirement | Create additional transfer accounts yourself under «Set up accounting». |
Important special case – do not confuse with «Cash register»
Cash payments from a cash register (KLARA cash register or third-party cash register) do not belong here, but instead use the payment method «Cash register» – KLARA automatically selects the appropriate POS/transfer account there. → See payment method «Cash register».
Receivables – Payments from income/revenue
Creating documents via KLARA:
Within KLARA, there are the following ways to create documents. KLARA items are the basis for the revenue in each case. Depending on the case, these postings flow into the accounting differently, affect different accounts, and are posted automatically within KLARA.
- Cash register
- Invoicing
- Order confirmation for advance payment
- Online store orders
Invoicing / income outside KLARA:
The documents for revenue are generated from a third-party system. There are different ways to do this; some examples are listed below:
- You use a separate invoicing tool
- You use another cash register
- Your service is booked and paid for directly online through a third-party system
- You created a handwritten receipt or a Word invoice
You can also easily use these documents via the posting workflow under revenue and select the business case Revenue instead of Expense.
Instead of items, tags are added directly to the posting so that the revenue can be assigned.
Select the following payment method:
Cash register: The document is posted through the cash register—for example, income collected through another cash register. For more information, please continue reading the Post daily closing article.
Sale on account, the following three options:
- Sale on account: The customer has received the invoice/document, but payment is still outstanding, or it will be made via a bank transfer (including an advance payment via bank). An open item is created and awaits payment. As soon as it is received, the payment is posted with this document.
- Cash sale: The customer paid directly in cash. There are different types of cash holdings for this purpose. (Cash register, wallet, expense cash register, etc.) Therefore, no open item is created. The cash can later be deposited into the bank and posted.
- Credit/debit card sale / Twint: The invoice was settled, e.g., via an online tool > this is not a transaction via the business bank, and no open item is created. If your income is generated outside KLARA, post the settlement as a document. The payment then runs through transfer account 1101. As soon as you receive the payments, you can reconcile them in Bank reconciliation.