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 “Ventilated”, a “Register payment” button will be directly displayed once the invoice has been ventilated.

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

caution

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”).