[IMP] accounting: update payment matching feature

task-3518648

closes odoo/documentation#12017

X-original-commit: 52d8565f02
Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>

content/applications/finance/accounting/payments.rst

@@ -20,39 +20,110 @@ for use at a later date:
    - `Odoo Tutorials: Bank Configuration
      <https://www.odoo.com/slides/slide/bank-configuration-6832>`_
 
+.. _accounting/payments/payment-methods:
+
+Payment methods
+===============
+
+Several payment methods are available in Odoo to allow different configurations for different types
+of payments. Examples of payment methods include manual payments (such as cash), :doc:`checks
+<payments/pay_checks>`, and batch payment files (such as :ref:`NACHA
+<l10n_us/ach-electronic-transfers>` and :doc:`SEPA <payments/pay_sepa>`). Payment methods can be
+configured in the :guilabel:`Incoming Payments` and :guilabel:`Outgoing Payments` tabs of a bank or
+cash journal.
+
+.. seealso::
+   :doc:`../../sales/point_of_sale/payment_methods` for Point of Sale
+
+.. _accounting/payments/preferred-payment-methods:
+
+Preferred payment method
+------------------------
+
+A contact's preferred payment method can be set so that when a payment is created for that contact,
+the payment method is automatically selected by default. Invoices and bills can be filtered by
+:guilabel:`Payment Method` to simplify :ref:`group <accounting/payments/group-payments>` payments.
+
+To set a preferred :guilabel:`Payment Method` for a customer or a vendor, go to
+:menuselection:`Accounting --> Customers --> Customers` or :menuselection:`Accounting --> Vendors
+--> Vendors` and select the customer or vendor. In the :guilabel:`Sales & Purchase` tab of the
+contact form, select the preferred :guilabel:`Payment Method` in the :guilabel:`Sales` section for
+invoice payments or for vendor bill payments in the :guilabel:`Purchase` section.
+
+.. tip::
+   Access a full list of all contacts from the :guilabel:`Customers` or :guilabel:`Vendors` list
+   view by removing the :guilabel:`Customers` or :guilabel:`Vendors` filter. Alternatively, access
+   the full contact list through the Contacts app.
+
 .. _accounting/payments/from-invoice-bill:
 
 Registering payment from an invoice or bill
 ===========================================
 
-When clicking :guilabel:`Register payment` in a customer invoice or vendor bill, it generates a new
+To register a payment for an invoice or a bill, follow these steps:
-journal entry and changes the amount due according to the payment amount. The counterpart is
-reflected in an :ref:`outstanding <accounting/bank/outstanding-accounts>` **receipts** or
-**payments** account. At this point, the customer invoice or vendor bill is marked as :guilabel:`In
-payment`. Then, when the outstanding account is reconciled with a bank transaction line, the invoice
-or vendor bill changes to the :guilabel:`Paid` status.
 
-The :icon:`fa-info-circle` information icon next to the payment line displays more
+#. Click :guilabel:`Pay` on a customer invoice or vendor bill. In the :guilabel:`Pay` window, select
-information about the payment. To access additional information, such as the related journal, click
+   the :guilabel:`Journal` and the :guilabel:`Payment Date`.
-:guilabel:`View`.
+#. If previously set, the contact's preferred :guilabel:`Payment Method` is automatically selected
+   by default but can be updated if necessary.
+#. If using :doc:`payment terms <customer_invoices/payment_terms>`, the :guilabel:`Amount` is
+   automatically set based on the installment amounts defined by the payment term. To pay the full
+   amount instead, click :guilabel:`full amount`.
+#. If necessary, edit the :guilabel:`Memo`.
+#. Click :guilabel:`Create Payment`.
 
-.. image:: payments/information-icon.png
+After the payment is registered, the customer invoice or vendor bill is marked as
-   :alt: See detailed information of a payment.
+:guilabel:`In payment`.
 
-.. note::
+.. tabs::
-   - The customer invoice or vendor bill must be in the :guilabel:`Posted` status to register the
-     payment.
-   - If a payment is unreconciled, it still appears in the books but is no longer linked to the
-     invoice.
-   - If a payment is (un)reconciled in a different currency, a journal entry is automatically
-     created to post the currency exchange gains/losses (reversal) amount.
-   - If a payment is (un)reconciled and an invoice with cash-basis taxes, a journal entry is
-     automatically created to post the cash-basis tax (reversal) amount.
 
-.. tip::
+   .. group-tab:: Without outstanding accounts
-   If the main bank account is set as an :ref:`outstanding account
+
-   <accounting/bank/outstanding-accounts>`, and the payment is registered in Odoo (not through a
+      If no :ref:`outstanding accounts <accounting/bank/outstanding-accounts>` are configured, no
-   related bank transaction), invoices and bills are directly registered as :guilabel:`Paid`.
+      journal entry is created. To display more information about the payment, click the
+      :guilabel:`Payments` smart button.
+
+      When the invoice or vendor bill is :doc:`reconciled <bank/reconciliation>` with a bank
+      transaction, its status is updated to :guilabel:`Paid`.
+
+      .. note::
+         - If a bank transaction is reconciled in a different currency, a journal entry is
+           automatically created to post the currency exchange gains/loss amount.
+         - When a bank transaction is reconciled with an invoice with cash-basis, a journal entry is
+           automatically created to post the cash-basis tax amount.
+
+   .. group-tab:: Using outstanding accounts
+
+      By default, payments in Odoo do not create journal entries, but they can easily be configured
+      to create journal entries using :ref:`outstanding accounts
+      <accounting/bank/outstanding-accounts>`.
+
+      Registering a payment on a customer invoice or vendor bill generates a new journal entry and
+      reduces the :guilabel:`Amount Due` based on the payment amount. The counterpart is
+      reflected in an :ref:`outstanding <accounting/bank/outstanding-accounts>` **receipts** or
+      **payments** account. At this point, the customer invoice or vendor bill is marked as
+      :guilabel:`In payment`. Then, when the payment is :doc:`reconciled <bank/reconciliation>` with
+      a bank transaction, the invoice or vendor bill status changes to :guilabel:`Paid`.
+
+      The :icon:`fa-info-circle` information icon next to the payment line displays more
+      information about the payment. To access additional information, such as the related journal,
+      click :guilabel:`View`.
+
+      .. image:: payments/information-icon.png
+         :alt: See detailed information of a payment.
+
+      .. note::
+         - Unreconciling a payment unlinks it from the invoice or bill but does not delete the
+           payment.
+         - If a payment is (un)reconciled in a different currency, a journal entry is automatically
+           created to post the currency exchange gains/losses (reversal) amount.
+         - If a payment is (un)reconciled on an invoice with cash-basis taxes, a journal entry is
+           automatically created to post the cash-basis tax (reversal) amount.
+
+      .. tip::
+         If the main bank account is set as the outstanding account on the bank journal's payment
+         method, registering the full payment on an invoice or bill moves the invoice/bill directly
+         to the :guilabel:`Paid` status without requiring bank reconciliation.
 
 .. _accounting/payments/not-tied:
 
@@ -60,71 +131,185 @@ Registering payments not tied to an invoice or bill
 ===================================================
 
 When a new payment is registered via :menuselection:`Customers / Vendors --> Payments`, it is not
-directly linked to an invoice or bill. Instead, the account receivable or the account payable is
+directly linked to an invoice or bill.
-matched with the **outstanding account** until it is manually matched with its related invoice or
+
-bill.
+.. tabs::
+
+   .. group-tab:: Without outstanding accounts
+
+      Payments that are not linked to an invoice or bill should not be registered without using
+      :ref:`outstanding accounts <accounting/bank/outstanding-accounts>`, as there is no way to
+      associate the payment with the invoice or bill since no journal entry is created for the
+      payment. The amount paid or received is not reflected in the accounting and the
+      :guilabel:`Amount Due` is not updated based on the payment amount.
+
+   .. group-tab:: Using outstanding accounts
+
+      Instead, the payment's journal entry matches the :guilabel:`outstanding account` with the
+      account receivable or the account payable until the payment is manually matched with its
+      related invoice or bill. Then, :doc:`reconciling <bank/reconciliation>` the payment with the
+      bank transaction completes the payment workflow.
+
+.. _accounting/payments/payments-matching:
+
+Payments matching
+-----------------
+
+.. note::
+   During the :doc:`bank reconciliation <bank/reconciliation>` process, a remaining balance is
+   identified if the total debits and credits do not match when records are compared with bank
+   transactions. This balance must either be reconciled later or written off immediately.
 
 .. _accounting/payments/matching-invoices-bills:
 
-Matching invoices and bills with payments
+For a single invoice or bill
------------------------------------------
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
-A blue banner appears when validating a new invoice/bill and an **outstanding payment** exists for
+.. tabs::
-this specific customer or vendor. To match it with the invoice or bill, click :guilabel:`ADD`
-under :guilabel:`Outstanding Credits` or :guilabel:`Outstanding Debits`.
 
-.. image:: payments/add-option.png
+   .. group-tab:: Without outstanding accounts
-   :alt: Shows the ADD option to reconcile an invoice or a bill with a payment.
 
-The invoice or bill is now marked as :guilabel:`In payment` until it is reconciled with its
+      By default, payments in Odoo do not create journal entries. As a result, there is no payment
-corresponding bank transaction.
+      to match.
+
+   .. group-tab:: Using outstanding accounts
+
+      A blue banner appears when validating a new invoice/bill and an **outstanding payment** exists
+      for this specific customer or vendor. To match it with the invoice or bill, click
+      :guilabel:`Add` under :guilabel:`Outstanding Credits` or :guilabel:`Outstanding Debits`.
+
+      .. image:: payments/add-option.png
+         :alt: Shows the Add option to reconcile an invoice or a bill with a payment.
+
+      The invoice or bill is then marked as :guilabel:`In payment` until the payment is
+      :doc:`reconciled <bank/reconciliation>` with its corresponding :doc:`bank transaction(s)
+      <bank/transactions>`.
+
+.. _accounting/payments/auto-reconcile-tool:
+
+For multiple invoices or bills
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+.. tabs::
+
+   .. group-tab:: Without outstanding accounts
+
+      By default, payments in Odoo do not create journal entries. As a result, there is no payment
+      to match, but this feature can still be used to match miscellaneous journal items.
+
+   .. group-tab:: Using outstanding accounts
+
+      The :guilabel:`Payments matching` or :guilabel:`Auto-reconcile` tool allows reconciling
+      journal items with each other (i.e., payments with customer invoices or vendor bills) either
+      individually or in batches. Access the :guilabel:`Accounting Dashboard`, click the
+      :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) button from the :guilabel:`Customer
+      Invoices` or :guilabel:`Vendor Bills` journals, and select :guilabel:`Payments Matching`.
+      Alternatively, go to :menuselection:`Accounting --> Accounting --> Reconcile`.
+
+      To manually :guilabel:`Reconcile` journal items, select the individual items from the list
+      view and click :guilabel:`Reconcile`.
+
+.. _accounting/payments/auto-reconcile-feature:
+
+Auto-Reconcile Feature
+**********************
+
+.. tabs::
+
+   .. group-tab:: Without outstanding accounts
+
+      To use the :guilabel:`Auto-Reconcile` feature, follow these steps:
+
+      #. In the :guilabel:`Journal Items to reconcile` list view, click :guilabel:`Auto-Reconcile`
+         next to the receivable or payable account (or a specific contact's group of journal items
+         in that account).
+      #. In the :guilabel:`Reconcile automatically` window, click :guilabel:`Reconcile`.
+
+   .. group-tab:: Using outstanding accounts
+
+      To use the :guilabel:`Auto-Reconcile` feature, follow these steps:
+
+      #. In the :guilabel:`Journal Items to reconcile` list view, click :guilabel:`Auto-Reconcile`
+         next to the receivable or payable account (or a specific contact's group of journal items
+         in that account).
+      #. In the :guilabel:`Reconcile Automatically` window, set the
+         :guilabel:`Reconcile` field depending on how you want to match journal items:
+
+         - :guilabel:`Perfect Match`: Each debit journal item will be matched with
+           the corresponding credit journal item of the same value.
+         - :guilabel:`Clear Accounts`: All reconciled journal items will have the same
+           matching number, as they are selected from the same account.
+
+      #. Click :guilabel:`Reconcile`.
+
+      Invoices and bills are automatically matched to their corresponding payments and marked as
+      :guilabel:`In payment` until they are :doc:`reconciled <bank/reconciliation>` with their
+      corresponding :doc:`bank transactions <bank/transactions>`.
 
 .. _accounting/payments/group-payments:
 
-Group payments
+Registering payments on multiple invoices/credit notes or bills/refunds (group payments)
---------------
+========================================================================================
 
-Group payments allow combining outgoing and incoming payments from the same contact into a single
+To register payments on multiple invoices/credit notes or bills/refunds, follow these steps:
-payment to simplify the process and improve payment usability. To register a group payment:
 
 #. Go to :menuselection:`Accounting --> Customers --> Invoices/Credit Notes` or
    :menuselection:`Accounting --> Vendors --> Bills/Refunds`.
-#. Select the relevant invoices/credit notes or bills/refunds linked to a specific contact.
+#. In the list view, click into the search bar, group by :guilabel:`Payment Method`, select the
-#. Click the :icon:`fa-cog` (:guilabel:`Action menu`) icon and select :guilabel:`Register Payment`.
+   relevant invoices/credit notes or bills/refunds and click :guilabel:`Pay`.
-#. In the :guilabel:`Register Payment` window, select the :guilabel:`Journal`, the
+#. In the :guilabel:`Pay` window, select the :guilabel:`Journal` and the :guilabel:`Payment Date`.
-   :guilabel:`Payment Method`, and the :guilabel:`Payment Date`.
+#. If previously set, the contact's preferred :guilabel:`Payment Method` is automatically selected
-#. Enable the :guilabel:`Group Payments` option and click :guilabel:`Create payment`.
+   by default but can be updated if necessary.
+#. If using :doc:`payment terms <customer_invoices/payment_terms>`, the :guilabel:`Amount` is
+   automatically set based on the installment amounts defined by the payment term. To pay the full
+   amount instead, click :guilabel:`full amount`.
+#. To combine all payments from the same contact into a single payment, enable the :guilabel:`Group
+   Payments` option, or leave it unchecked to create separate payments.
+#. Click :guilabel:`Create payment`.
 
-The invoices or bills are now marked as :guilabel:`In payment` until they are reconciled with the
+.. tabs::
-corresponding bank transactions. The credit notes or refunds are marked as :guilabel:`Paid`.
+
+   .. group-tab:: Without outstanding accounts
+
+      The invoices or bills are then marked as :guilabel:`In payment` until they are
+      :doc:`reconciled <bank/reconciliation>` with the bank transactions.
+
+   .. group-tab:: Using outstanding accounts
+
+      The invoices or bills are then marked as :guilabel:`In payment` until the bank transactions
+      are :doc:`reconciled <bank/reconciliation>` with the payments.
 
 .. _accounting/payments/batch-payments:
 
-Batch payments
+Registering a single payment for multiple customers or vendors (batch payments)
---------------
+===============================================================================
 
-Batch payments allow grouping payments from multiple contacts to ease
+Batch payments allow grouping payments from multiple contacts to ease :doc:`reconciliation
-:doc:`reconciliation <bank/reconciliation>`. They are also useful when depositing :doc:`checks
+<bank/reconciliation>`. They are also useful when depositing :doc:`checks <payments/checks>` to the
-<payments/checks>` to the bank or for :doc:`SEPA payments <payments/pay_sepa>`. To do so, go to
+bank or for generating bank payment files such as :doc:`SEPA <payments/pay_sepa>` or :ref:`NACHA
-:menuselection:`Accounting --> Customers --> Batch Payments` or :menuselection:`Accounting -->
+<l10n_us/nacha>`. To do so, go to :menuselection:`Accounting --> Customers --> Payments` or
-Vendors --> Batch Payments`. In the list view of payments, to group several payments in a
+:menuselection:`Accounting --> Vendors --> Payments`. In the payments list view, select the payments
-batch, select them and click :menuselection:`Action --> Create Batch Payment`.
+to be grouped in a batch, click :icon:`fa-cog` :guilabel:`Actions`, and select :guilabel:`Create
+Batch Payment`.
+
+.. note::
+   All payments in a batch must have the same :ref:`payment method
+   <accounting/payments/payment-methods>`.
 
 .. seealso::
-  - :doc:`payments/batch`
+   - :doc:`payments/batch`
-  - :doc:`payments/batch_sdd`
+   - :doc:`payments/batch_sdd`
 
 .. _accounting/payments/matching:
 
 Payments matching
 -----------------
 
-The :guilabel:`Payments matching` tool opens all unreconciled customer invoices or vendor bills and
+The :guilabel:`Payments matching` tool opens all unreconciled journal items and allows them to be
-allows them to be processed individually, matching all payments and invoices in one place. Go to the
+processed individually, matching all payments and journal items. Go to the
-:guilabel:`Accounting Dashboard`, click the :icon:`fa-ellipsis-v` (:guilabel:`dropdown menu`)
+:guilabel:`Accounting Dashboard`, go to :menuselection:`Accounting --> Accounting --> Reconcile` or
-button from the :guilabel:`Customer Invoices` or :guilabel:`Vendor Bills` journals, and select
+click the :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) button from the :guilabel:`Customer
-:guilabel:`Payments Matching`, or go to :menuselection:`Accounting --> Accounting -->
+Invoices` or :guilabel:`Vendor Bills` journals, and select :guilabel:`Payments Matching`.
-Reconciliation`.
 
 .. image:: payments/payments-journal.png
    :alt: Payments matching menu in the drop-down menu.
@@ -134,47 +319,56 @@ Reconciliation`.
    not match, there is a remaining balance. This either needs to be reconciled at a later date or
    written off directly.
 
-.. _accounting/payments/batch-payments-matching:
-
-Batch payments matching
------------------------
-
-Use the batch reconciliation feature to reconcile several outstanding payments or invoices
-simultaneously for a specific customer or vendor. Go to :menuselection:`Accounting --> Reporting -->
-Aged Receivable / Aged Payable`. All transactions that have not yet been reconciled for that
-contact are visible, and when a customer or vendor is selected, the :guilabel:`Reconcile` option is
-displayed.
-
-.. image:: payments/reconcile-option.png
-   :alt: The batch payment reconcile option.
-
 .. _accounting/payments/partial-payment:
 
 Registering a partial payment
 =============================
 
-To register a partial payment, click on :guilabel:`Register Payment` from the related invoice or
+To register a partial payment, click on :guilabel:`Pay` from the related invoice or bill.
-bill. In the case of a partial payment (when the :guilabel:`Amount` paid is less than the total
-remaining amount on the invoice or the bill), the :guilabel:`Payment Difference` field displays the
-outstanding balance. There are two options:
 
-- :guilabel:`Keep open`: Keep the invoice or the bill open and mark it with a :guilabel:`Partial`
+.. tabs::
-  banner;
-- :guilabel:`Mark as fully paid`: Select an account in the :guilabel:`Post Difference In` field and
-  change the :guilabel:`Label` if needed. A journal entry will be created to balance the accounts
-  payable or receivable with the selected account.
 
-.. image:: payments/partial-payment.png
+   .. group-tab:: Without outstanding accounts
-   :alt: register a partial payment
+
+      In the case of a partial payment (when the :guilabel:`Amount` paid is less than the total
+      remaining amount on the invoice or the bill), fill in the :guilabel:`Amount` in the
+      :guilabel:`Pay` window.
+
+   .. group-tab:: Using outstanding accounts
+
+      In the case of a partial payment (when the :guilabel:`Amount` paid is less than the total
+      remaining amount on the invoice or the bill), the :guilabel:`Payment Difference` field
+      displays the outstanding balance. There are two options:
+
+      - :guilabel:`Keep open`: Keep the invoice or the bill open and mark it with a
+        :guilabel:`Partial` banner;
+      - :guilabel:`Mark as fully paid`: Select an account in the :guilabel:`Post Difference In`
+        field and change the :guilabel:`Label` if needed. A journal entry will be created to balance
+        the accounts payable or receivable with the selected account.
+
+      .. image:: payments/partial-payment.png
+         :alt: register a partial payment
 
 .. _accounting/payments/reconciling-payments:
 
 Reconciling payments with bank transactions
 ===========================================
 
-Once a payment has been registered, the status of the invoice or bill is :guilabel:`In payment`. The
+.. tabs::
-next step is :doc:`reconciling <bank/reconciliation>` it with the related bank transaction line to
+
-finalize the payment workflow and mark the invoice or bill as :guilabel:`Paid`.
+   .. group-tab:: Without outstanding accounts
+
+      Once a payment has been registered, the status of the invoice or bill is :guilabel:`In
+      payment`. The next step is :doc:`reconciling <bank/reconciliation>` the related :doc:`bank
+      transaction <bank/transactions>` line with the invoice or bill to finalize the payment
+      workflow and mark the invoice or bill as :guilabel:`Paid`.
+
+   .. group-tab:: Using outstanding accounts
+
+      Once a payment has been registered, the status of the invoice or bill is :guilabel:`In
+      payment`. The next step is :doc:`reconciling <bank/reconciliation>` the payment with the
+      related :doc:`bank transaction <bank/transactions>` line to finalize the payment workflow and
+      mark the invoice or bill as :guilabel:`Paid`.
 
 .. toctree::
    :titlesonly:

content/applications/finance/accounting/reporting/year_end.rst

@@ -62,7 +62,7 @@ Then, to close the fiscal year:
     <accounting/reporting/aged-payable>` reports.
   - Audit all accounts, being sure to fully understand all transactions and their nature, making
     sure to include loans and fixed assets.
-  - Optionally, run :ref:`payments matching <accounting/payments/matching>` to validate any open
+  - Optionally, :ref:`match payments <accounting/payments/auto-reconcile-tool>` to validate any open
     vendor bills and customer invoices with their payments. While this step is optional, it could
     assist the year-end closing process if all outstanding payments and invoices are reconciled,
     potentially finding errors or mistakes in the system.

content/applications/finance/accounting/vendor_bills.rst

@@ -37,7 +37,7 @@ appropriately completed:
 - :guilabel:`Vendor`: Odoo automatically fills some information based on the vendor's registered
   information, previous purchase orders, or bills.
 - :guilabel:`Bill Reference`: add the sales order reference provided by the vendor and is used to do
-  the :ref:`matching <accounting/payments/matching>` when you receive the products.
+  the :ref:`matching <accounting/payments/payments-matching>` when you receive the products.
 - :guilabel:`Auto-Complete`: select a past bill/purchase order to automatically complete the
   document. The :guilabel:`Vendor` field should be completed prior to completing this field.
 - :guilabel:`Bill Date`: is the issuance date of the document.