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Version: 8.1

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.

  1. 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.

  2. 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).

  3. 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”.

  4. 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.

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

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

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

  8. 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.

info

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.