Entering a payment

Payment-related settings

Remember to enable the feature of Payment assistant in the Accounting app for suppliers and customers.

Access: Application config → Apps management → Accounting, configure → enable “Payment vouchers on customer invoice” and “Payment vouchers on supplier invoice”

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Payment Assistant is referred to as “Payment voucher” in the settings of the Accounting application.

Settings per company

Access: Application config → Users / Company → Company → click on the Account configuration

You will then be taken to the accounting settings page.

Default payment modes / condition: here, in the Accounting tab of the company account configuration, the application allows you to define following payment modes & a payment condition (these settings can be found at the bottom of the page):

• Default incoming payment mode;

• Default outgoing payment mode;

• Default payment condition.

These settings will be assigned by default to the Partner records when they are created (if the Partner is associated with the company).

Application config - Bank payment

Access: Application config → Apps management → Bank payment, configure

Here you will find the settings form for managing the different payment methods and associated bank orders in AOS (see documentation on bank orders):

• Direct debit;

• Transfer (SEPA and International);

• Interbank transfer (cash);

• Commercial paper (LCR);

• The “Editor” option allows you to enable or disable the integrated form view for transfer lines. This facilitates data entry but is not suitable for large bank orders.

Company settings - Bank accounts (bank details)

Access: Application config → User/Company → Company → open a Company file → Bank details tab

Bank details: the Bank details tab on the company file allows you to activate the company's various bank accounts, including the default bank details.

The bank details are important for configuring payment methods.

For example, the linked accounting account and journal can be specified on the bank details.

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Please note that these elements (the journal and the accounting account) must be created beforehand in order to be linked.

Payment-related settings

Payment modes

The different payment modes can be configured via the menu:

Access: Accounting → Configuration → Payments → Payment modes

A payment mode is defined by:

• A label (translatable) and a Code;

• A type: has a significant impact on the rest of the configurations. Select from : Transfer, Check, Cash, Direct debit, Credit card, Cash, Bills, Web, TIP, TIP + Check;

• A direction In / Out: Incoming (collection) or Outgoing (disbursement).

The General accounting config tab

On the payment mode file, the General accounting config tab contains additional settings:

1. Move generation trigger settings: parameter for triggering the generation of accounting entries (moves in AOS):

• None: no entries will be generated (but not effective everywhere)

• Immediate: immediate generation of payment entries

2. If bank orders are enabled and if the type of transfer/direct debit is:

• Confirmation of bank orders.

• Execution of bank orders.

• For incoming checks: Value for collection (see cheque deposit)

3. A table of accounting configurations allows each company and the associated bank account to configure:

• An accounting journal (even if it can be taken from the bank account details);

• A payment account (cash account);

• A sequence, but only used for generating payment assistants ;

• Depending on the payment methods, you will find an email template for payment notifications (direct debit, transfer, etc.);

• Depending on the payment methods, you will find an interbank code corresponding to the transaction performed (for bank reconciliation).

Bank order settings tab

For the types below (provided they have been enabled in the Bank payment app), a Bank order settings tab allows you to configure the following uses. In other words, define here for which payment types the bank orders will be generated. You can configure the following fields:

1. Outgoing transfer.

2. Incoming direct debit.

3. Incoming bills.

4. Generate bank orders: on the payment mode file, the “Generate bank orders” box must be checked for a payment mode to generate bank orders. Once checked, several other options are displayed:

• Auto-confirm bank orders: change to “Confirmed” status without user confirmation.

• Consolidate bank orders by partner: allows you to consolidate bank order lines for the same third party in order to limit the number of transactions.

5. Bank order type: you can choose from the AOS bank order types.

• SEPA transfer;

• International transfer;

• National cash transfer;

• International cash transfers.

6. Bank order export folder: folder on the server, normally indicates the value “/tmp/”.

7. File format: the choice of format depends on the selected type of bank order and allows you to select a record from the list of available formats.

Payment settings - Partners

Access: Application config → Referential → Partners

Invoicing/Payment tab & Accounting situation tab: the settings associated with cash flow information on Partner records are stored on the “Invoicing/Payment” tab and also on the “Accounting situation” tab (payment modes and payment conditions are automatically taken from the Company Accounting Configuration):

1. Outgoing payment method.

2. Incoming payment method.

3. Payment terms.

4. Bank details.

5. SEPA direct debit.

The tab also contains following information:

• Bank account details: a statement is defined by: the name of the account holder, according to the bank's settings (BIC), the IBAN or BBAN, the address associated with the BIC, an internal identification label, and a setting to indicate the default bank account details.

• RUMs are required for direct debits (see the advanced cash management training course).

Entering payments from the invoice / move

Generating payments on invoices

Payments on invoices can be generated in several ways:

• Manually via a payment entry on the invoice;

• Via a payment assistant;

• Via a payment generation batch (Transfers, LCR, Batch);

• Via the direct allocation of a credit note to the invoice;

• Via the reconciliation of the invoice move with a payment move;

• Via the allocation of a credit note;

• Via the allocation of a down payment;

• Via the recognition of a loss (transfer to uncollectible);

• By expense reports (for reimbursement).

Payments tab: payments on the invoice are displayed in the “Payments” tab.

Creating payments on invoices

Registrer payment: on the form view of an invoice with the status “Split,” a “Register payment” button directly displays the payment entry form on the invoice in the “Payments” tab.

OK: clicking OK will generate a record in the “Payments” table. An accounting entry (move) will be generated.

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Payment assistant: please note that depending on the options enabled in the Accounting App configuration, the payment entry screen on the invoice may be replaced by the Payment assistant screen.

The feature of Payment assistant is referred to as “Payment voucher” in the settings of the Accounting application. ::

The payment entry screen on the invoice consists of the following fields:

1. Paid/payable amount: the “Paid amount” (for a customer) or “Payable amount” (for a supplier) field is pre-filled with the remaining amount to be paid on the invoice.

2. Currency: the currency is taken from the invoice.

3. Payment mode: the payment method is taken directly from the invoice and can be modified. The payment method has a significant impact on the process.

4. Date: date pre-filled with the current date

5. Company bank details: company bank details to which the payment was made.

6. Description: the description will be included in the payment entry.

7. Delay reason: two fields will appear, one for the invoice due date (reminder) and one for the reason for the delay (this reason will explain why the payment was made late).

8. Confirm payment: after confirming the payment by clicking on the “OK” button, the information will be updated.

• Update the payment table with the status Validated (the information is identical to the information that has been entered) except for one accounting entry (see below).

• The paid amount and the amount remaining to be paid on the invoice are updated according to the payment amount.

• The amount remaining to be paid on the due date(s) is also updated. If the due date is paid in full, the “Paid” field will be checked.

Creating payments on invoices: generation of a move

After confirming the payment by clicking on the “OK” button, the payment move (a new document) is generated and linked to the payment. It will appear in the payment table. You can view it directly from the payment table by clicking on a payment to find the details of the generated move and its number.

The generated entry includes all of the following configuration elements:

• Company and company bank details taken from the payment entry;

• Period / date / document date = depends on the date entered for the payment;

• Journal = taken from the configuration of the selected payment mode for the selected company bank account details;

• Partner: partner from the invoice;

• Currency/payment mode is taken from the payment entry;

• The supporting document reference is the invoice number;

• The description is taken from the payment entry.

The generated move lines depend on the following configurations and the type of invoice (Customer invoice / Supplier invoice / Customer credit note / Supplier credit note):

• The cash account that is used is the one configured in the payment method for the company and the selected company bank account details;

• The partner account is taken from the invoice/credit note (Accounting tab, Partner account field) ;

• The debit/credit direction depends on the invoice type (for example, on a customer invoice, you will credit the customer account and debit the bank account);

• The debit or credit amount depends on the amount entered on the payment form.

Creating payments from move lines

A document representing a payment can, when linked to an invoice entry, generate a payment on the invoice or a credit note (on the customer or supplier side). To do this, two conditions must be met:

1. At least one of the reconciled move lines must be linked to an accounting move (document) that itself points to an invoice/credit note.

2. The move that is stored on the invoice in the Accounting tab, must be the same move as the one reconciled with the payment or its counterpart.

For example:

1. Assuming that a payment of $5,000 has been received by bank transfer to a bank account, a payment move will record the transaction.

2. Letter the documents: reconcile the invoice move with the payment move.

3. The lettering between the accounting moves is generated.

4. Looking at invoice FC240004, you will notice that a payment has been generated (it’s type will be “Other”).

Enter payments via the payment assistant

Access: Accounting → Payments → Payment assistant

Open the payment assistant list view, click on the + icon to enter a new payment.

The payment assistant consists of six main steps:

1. Define the general context of the payment (type, date, company).

2. Define the payer: Partner, Payment mode, Company bank details (account) concerned.

3. Amount paid: define the paid amount and the payment currency OR select an overpayment.

4. Search (depending on the payment type) among the unpaid due dates.

5. Select the due dates with the option to modify the amount that will be charged.

6. Confirm the payment.

Entering a payment via the payment assistant: Step 1

The payment assistant is primarily intended for entering customer payments (incoming), but entries can also be of the following types:

• Supplier purchase: outgoing payment issued by the company (except direct debit/LCR).

• Supplier refunds: incoming payment received from a supplier.

• Customer sales: incoming payment.

• Customer refunds: refunds to customers related to credit notes or overpayments.

• Sequence (reference): the sequence is used on the payment entry and is defined on the Payment mode that can be selected in the Payer tab.

• Date: the date must correspond to the date on which the payment was received (at least this is the date that will be used in accounting as the date of the accounting document).

Entering a payment via the payment assistant: Step 2

1. Partner: the user must then select a partner..

2. Filters: depending on the payment type, filters on partners (check box “Customer” and “Supplier”) are activated. For the “Customer sale” type, only partners checked as Customers will be displayed, for example.

3. Payment modes: payment modes are also filtered according to the payment type (filter depending on the payment mode: incoming or outgoing). For the “Customer sale” type, only incoming payment mode will be selectable.

4. Bank details: Company bank details allows you to select the bank details used to collect/disburse cash.

Entering a payment via the payment assistant: Step 3

1. Search elements to pay: the “Search elements to pay” button allows you to search for partner due dates with an outstanding balance that correspond to the selected payment type. These documents are listed in the “List of invoices/payment schedules with remaining amounts to pay” table.

2. Step 3 consists of:

• Entering the “Amount paid” (or payable) and the associated currency.

• Select an overpayment move line to reassign it.

3. The remaining amount to be allocated is calculated and depends on the amount paid or the entry line and the amounts allocated in the “List of allocations of the amount paid per invoice/due date” table.

4. Load selected lines: the user can select the due dates to be paid and then click on “Load selected lines”, which will transfer them to the allocation table. In some cases, if the invoice (associated with the due date) and the partner benefit from a discount, the user can decide to apply the discount to the payment (which will have an impact on the payment accounting move that is being generated).

5. List of allocations by invoices/installments for the amount paid: once the lines have been selected, they are deleted from the table above and copied to the “List of allocations by invoices/installments for the amount paid”.

6. Unlike the first table, the lines here are editable and it is possible to modify the allocated amount if the allocation by date and amount are not correct.

7. The allocated amount is verified in order to ensure that it does not exceed the paid amount.

8. Reset imputation: the “Reset allocations” button will clear the list of allocations.

9. Confirm payment: once the payment amount has been fully allocated, the user can click on the “Confirm payment” button.

10. Confirmation triggers the following actions:

• Status changes to Confirmed (the form becomes read-only);

• The payment move is generated and a link to it appears at the top right;

• The remaining amount to pay for the paid installments is updated;

• A payment is generated on the invoices that are linked to the paid installments;

• The remaining amount to pay on the invoices/entry lines is updated.

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The move that has been generated is linked to the Payment assistant that generated it.

Entering a payment via the payment assistant: special cases

• Special case 1: Check deposits

The payment entry for check deposits is different in terms of behavior, with additional fields to fill in (see next chapter).

• Special case 2: Cash payments

For cash payments, if the associated journal allows a receipt to be printed, a Receipt Number will be generated (the sequence to be configured concerns the Receipt No. (Payment Entry) document in the Info tab, and a “Print Receipt” button allows the receipt to be printed).

• Special case 3: Amount paid greater than the amounts posted

In some cases, the amount paid may be greater than the charged amounts. A check prevents overpayments from being charged unless the option has been enabled in the journal associated with the Payment method and the bank details.

In this specific case, the generated move will contain an overpayment move, which can then be selected to pay other invoices/due dates.