Manual payment

One-time payments

Written By Zemtu

Last updated 16 days ago

Manual payments are one-off charges or credits that you add for a specific billing case (e.g. speeding fines, fuel reimbursements, damages). They are not created by the system from reservations or packages; you enter them yourself. Each manual payment is included in the invoice run for its billing month and appears on the user’s invoice like any other line item.

When to use manual payments

  • Fines or fees to pass on to the user (e.g. speeding ticket, parking fine)

  • Reimbursements or credits (e.g. fuel refund) — use a negative amount

  • Other one-time adjustments that are not covered by rate plans or packages

Examples

  • "Speeding ticket" — Billing date 2022-02-04, 20.00 EUR. The user is charged this amount on their next invoice.

  • "Reimbursement for fuel costs" — Billing date 2022-01-13, -34.43 EUR. The negative amount is treated as a credit and reduces the invoice total.

How to create a manual payment

In the admin, go to the manual payment form and fill in:

General

Field description

Billing date*

Date used for assigning the item to an invoice run. Format: YYYY-MM-DD.

Label*

Short title shown on the invoice (e.g. "Speeding ticket").

Description*

Detailed text for the invoice line (e.g. "Driving 5 mph over the limit on [date]").

Internal note

Optional. Not shown on the invoice; for your own notes.

Price* (Net)

Amount in the billing currency. Use a negative value for credits (e.g. -34.43).

Tax rate*

Applicable tax rate in %.

Billing data

Field description

Beneficiary*

Organisation or party that receives the money
(e.g. your organisation for a fine passed on to the user).

Payer*

Organisation or party that pays or is charged
(e.g. the user’s organisation).

User

Optional. The user concerned
(e.g. the driver for a speeding ticket).

\* Required fields.

Tips

  • Credits: To give a refund or credit, enter the amount as negative (e.g. -34.43). It will appear as a credit on the invoice.

  • Billing month: The manual payment is included in the invoice run that belongs to the billing date you enter. Check your organisation’s invoice run schedule so the item appears in the intended run.