In Mendato, a credit note is automatically marked as paid as soon as the sum of the recorded payments reaches the open amount. There are two ways to record payments:
Manually via the "Payments" button on the credit note
Automatic matching via the bank import (.mt940 file)
Record a Payment Manually
Steps:
Go to Accounting > Credit Notes and open the relevant credit note.
Click the blue "Payments" button in the top right.
In the dialog, click "Record Payment".
In the "Record Outgoing Payment" dialog, check the amount (defaults to the open amount) and the date (defaults to today) and confirm with "Save".
Result:
The payment appears in the list in the payments dialog with amount and date.
The open amount of the credit note is immediately reduced by the payment.
As soon as the sum of the payments reaches the credit note amount, the status automatically changes to "Paid".
No bank reconciliation, as the payment is not linked to a bank account.
Partial Payments and Multiple Payments
You can record any number of payments for a credit note – e.g. if the payout to the subcontractor is made in several installments.
The Amount field automatically suggests the currently open amount. You can change it to a smaller value to record a partial payment.
The credit note is only set to "Paid" automatically once all payments together add up to the full credit note amount.
Delete a Payment
On the credit note, click "Payments" in the top right.
In the list, click "Delete" next to the payment in question and confirm.
The open amount and the status of the credit note are recalculated automatically.
If a payment was recorded by mistake, you can delete it as described above – the credit note then automatically returns to its previous status.
Automatic Matching via Bank Import (.mt940 File)
Requirements:
Add your bank account in Mendato: Go to Accounting > Bank > Accounts and add your bank account.
Export a .mt940 file from your online banking: Download the bank transactions in .mt940 format from your online banking.
Steps:
Go to Accounting > Bank > Files.
Click "Upload File" and select the .mt940 file.
After the upload, all outgoing payments are recorded.
Automatic matching of payments to credit notes:
Mendato automatically reconciles the outgoing payments with open credit notes. Matching is based on supplier name, credit note number (GS-Nr), or amount.
Manual correction for unrecognized payments: If a payment is not matched automatically, you can assign it to a credit note manually in 2–4 clicks.
After matching, the credit note is automatically set to "Paid".
Clean accounting: The payment is linked to a bank account and can be exported for tax purposes.
Link to the Bank Transaction
Payments that were matched via the bank import (.mt940) show a small arrow icon next to the amount in the payment list.
Clicking the icon opens the associated bank transaction.
When Should I Use Which Method?
Manual recording: When you want to quickly add a payment without importing bank data, or want to document partial payments individually.
Bank import (.mt940): When you want to run automatic reconciliations with your account to avoid errors and save time.