[IMP] accounting: update the information on recording payments
closes odoo/documentation#2567 Id: 2258464 Signed-off-by: Castillo Jonathan (jcs) <jcs@odoo.com>
@ -2,125 +2,120 @@
|
||||
Different ways to record a payment
|
||||
==================================
|
||||
|
||||
In Odoo, a payment can either be linked directly to an invoice or be a
|
||||
stand alone record for use on a later date:
|
||||
In Odoo, payments can either be linked automatically to an invoice or bill or be stand-alone records
|
||||
for use at a later date.
|
||||
|
||||
- If a payment is linked to an invoice, it reduces the amount due of
|
||||
the invoice. You can have multiple payments linked to the same
|
||||
invoice.
|
||||
If a payment is **linked to an invoice or bill**, it reduces the amount due of the invoice. You can
|
||||
have multiple payments related to the same invoice.
|
||||
|
||||
- If a payment is not linked to an invoice, the customer has an
|
||||
outstanding credit with your company, or your company as an
|
||||
outstanding balance with a vendor. You can use this outstanding
|
||||
credit/debit to pay future invoices or bills.
|
||||
If a payment is **not linked to an invoice or bill**, the customer has an outstanding credit with
|
||||
your company, or your company has an outstanding debit with a vendor. You can use those outstanding
|
||||
amounts to reduce unpaid invoices/bills.
|
||||
|
||||
Paying an invoice
|
||||
=================
|
||||
Registering payment from an invoice or bill
|
||||
===========================================
|
||||
|
||||
If you register a payment on a customer invoice or a vendor bill, the
|
||||
payment is automatically reconciled with the invoice reducing the amount
|
||||
due.
|
||||
When you click on :guilabel:`Register payment` in a customer invoice or vendor bill, it generates a
|
||||
new journal entry and changes the amount due according to the amount of the payment. The counterpart
|
||||
is reflected in an outstanding 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 statement line, the invoice or vendor bill changes to the :guilabel:`Paid` status.
|
||||
|
||||
.. image:: recording/recording01.png
|
||||
:align: center
|
||||
The information icon near the payment line displays more information about the payment. You can
|
||||
access additional information, such as the related journal, by clicking on :guilabel:`View`.
|
||||
|
||||
The green icon near the payment line will display more information about
|
||||
the payment. From there you can choose to open the journal entry or
|
||||
reconcile the payment.
|
||||
.. image:: recording/information-icon.png
|
||||
:align: center
|
||||
:alt: See detailed information of a payment
|
||||
|
||||
.. note::
|
||||
If you unreconcile a payment, it is still registered in your books but not
|
||||
linked to the specific invoice any longer. If you unreconcile a payment in a
|
||||
different currency, Odoo will create a journal entry to reverse the Currency
|
||||
Exchange Loss/Gain posted at the time of reconciliation.
|
||||
|
||||
Payments not tied to an invoice
|
||||
===============================
|
||||
|
||||
Registering a payment
|
||||
---------------------
|
||||
|
||||
In the Accounting application, you can create a new payment from the
|
||||
Sales menu (register a customer payment) or the Purchases menu (pay a
|
||||
vendor). If you use these menus, the payment is not linked to an
|
||||
invoice, but can easily be reconciled on an invoice later on.
|
||||
|
||||
.. image:: recording/recording02.png
|
||||
:align: center
|
||||
|
||||
When registering a new payment, you must select a customer or vendor,
|
||||
the payment method, and the amount of the payment. The currency of the
|
||||
transaction is defined by the payment method. If the payment refers to a
|
||||
document (sale order, purchase order or invoice), set the reference of
|
||||
this document in the memo field.
|
||||
|
||||
Once confirmed, a journal entry will be posted reflecting the
|
||||
transaction just made in the accounting application.
|
||||
|
||||
Reconciling invoice payments
|
||||
----------------------------
|
||||
|
||||
The easiest way of reconciling a payment with an invoice is to do so on
|
||||
the invoice directly.
|
||||
|
||||
When validating a new invoice, Odoo will warn you that an outstanding
|
||||
payment for this customer or vendor is available. In this case, you can
|
||||
reconcile this payment to the invoice near the totals at the bottom,
|
||||
under "Outstanding Payments".
|
||||
|
||||
.. image:: recording/recording03.png
|
||||
:align: center
|
||||
|
||||
Reconciling all your outstanding payments and invoices
|
||||
------------------------------------------------------
|
||||
|
||||
If you want to reconcile all outstanding payments and invoices at once
|
||||
(instead of doing so one by one), you can use the batch reconciliation
|
||||
feature within Odoo.
|
||||
|
||||
The batch reconciliation feature is available from the dashboard on the
|
||||
Customer Invoices card and the Vendor Bills card for reconciling
|
||||
Accounts Receivable and Payable, respectively.
|
||||
|
||||
.. image:: recording/recording04.png
|
||||
:align: center
|
||||
|
||||
The payments matching tool will open all unreconciled customers or
|
||||
vendors and will give you the opportunity to process them all one by
|
||||
one, doing the matching of all their payments and invoices at once.
|
||||
|
||||
.. image:: recording/recording05.png
|
||||
:align: center
|
||||
|
||||
During the reconciliation, if the sum of the debits and credits do not
|
||||
match, it means there is still a remaining balance that either needs to
|
||||
be reconciled at a later date, or needs to be written off directly.
|
||||
|
||||
Transferring money from one bank account to another
|
||||
===================================================
|
||||
|
||||
Just like making a customer or vendor payment, you transfer cash
|
||||
internally between your bank accounts from the dashboard or from the
|
||||
menus up top.
|
||||
|
||||
.. image:: recording/recording06.png
|
||||
:align: center
|
||||
|
||||
This will take you to the same screen you have for receiving and making
|
||||
payments.
|
||||
|
||||
.. image:: recording/recording07.png
|
||||
:align: center
|
||||
|
||||
.. note::
|
||||
When making an internal transfer from one bank account to another, select
|
||||
the bank you want to apply the transfer from in the dashboard, and in the
|
||||
register payments screen, you select the transfer to account. Do not go
|
||||
through this process again in the other bank account or else you will end up
|
||||
with two journal entries for the same transaction.
|
||||
|
||||
- The customer invoice or vendor bill should be in the status :guilabel:`Posted` to register the
|
||||
payment.
|
||||
- When clicking on :guilabel:`Register payment`, you can select the amount to pay and make a
|
||||
partial or full payment.
|
||||
- If your main bank account is set as oustanding account, and the payment is made in Odoo (not
|
||||
related to a bank statement), invoices and bills are directly registered in the status
|
||||
:guilabel:`Paid`.
|
||||
- If you unreconciled a payment, it still appears in your books but is no longer linked to the
|
||||
invoice.
|
||||
- If you (un)reconcile a payment in a different currency, a journal entry is automatically
|
||||
created to post the currency exchange gains/losses (reversal) amount.
|
||||
- If you (un)reconcile a payment and an invoice having cash basis taxes, a journal entry is
|
||||
automatically created to post the cash basis tax (reversal) amount.
|
||||
|
||||
.. seealso::
|
||||
- :doc:`online_payment`
|
||||
- :doc:`check`
|
||||
- :doc:`followup`
|
||||
- :doc:`../../bank/reconciliation/use_cases`
|
||||
|
||||
Registering payments not tied to an invoice or bill
|
||||
===================================================
|
||||
|
||||
When a new payment is registered via the menu :menuselection:`Customers / Vendors --> Payments`, it
|
||||
is not directly linked to an invoice or bill. Instead, the account receivable or the account payable
|
||||
are matched with the outstanding account until they are manually matched with their related invoice
|
||||
or bill.
|
||||
|
||||
Matching invoices and bills with payments
|
||||
-----------------------------------------
|
||||
|
||||
A blue banner appears when you validate a new invoice or bill and there is an outstanding payment
|
||||
for this specific customer or vendor. It can easily be matched from the invoice or the bill by
|
||||
clicking on :guilabel:`ADD` under :guilabel:`Outstanding Credits` or :guilabel:`Outstanding Debits`.
|
||||
|
||||
.. image:: recording/add-option.png
|
||||
:align: center
|
||||
: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 the bank
|
||||
statement.
|
||||
|
||||
.. seealso::
|
||||
- :doc:`../../bank/reconciliation/use_cases`
|
||||
|
||||
Batch payment
|
||||
-------------
|
||||
|
||||
Batch payments allow you to group different payments to ease reconciliation. They are also useful
|
||||
when you deposit checks to the bank or for SEPA Payments.
|
||||
Go to :menuselection:`Accounting --> Customers --> Batch Payments` or :menuselection:`Accounting -->
|
||||
Vendors --> Batch Payments`. In the list view of payments, you can select several payments and group
|
||||
them in a batch clicking on :menuselection:`Action > Create Batch Payment`.
|
||||
|
||||
.. seealso::
|
||||
- :doc:`../../receivables/customer_payments/batch`
|
||||
- :doc:`../../receivables/customer_payments/batch_sdd`
|
||||
|
||||
Payments matching
|
||||
-----------------
|
||||
|
||||
The :guilabel:`Payments matching` tool opens all unreconciled customer invoices or vendor bills and
|
||||
gives you the opportunity to process them all one by one, doing the matching of all their payments
|
||||
and invoices at once. You can reach this tool from the :menuselection:`Accounting Dashboard -->
|
||||
Customer Invoices / Vendor Bills`, and click on :guilabel:`⋮` and select :guilabel:`Payments
|
||||
Matching`, or by going to :menuselection:`Accounting --> Reconciliation`.
|
||||
|
||||
.. note::
|
||||
During the reconciliation, if the sum of the debits and credits does not match, it means there is
|
||||
a remaining balance that either needs to be reconciled at a later date or needs to be written off
|
||||
directly.
|
||||
|
||||
Batch payments matching
|
||||
-----------------------
|
||||
|
||||
To reconcile several outstanding payments or invoices at once, for a specific customer or vendor,
|
||||
the batch reconciliation feature can be used. Go to :menuselection:`Accounting --> Reporting -->
|
||||
Aged Receivable / Aged Payable`. You now see all transactions that have not been reconciled yet, and
|
||||
when you select a customer or vendor, the :guilabel:`Reconcile` option is displayed.
|
||||
|
||||
.. image:: recording/reconcile-option.png
|
||||
:align: center
|
||||
:alt: See the reconcile option
|
||||
|
||||
Reconciling payments with bank statements
|
||||
=========================================
|
||||
|
||||
Once a payment has been registered, the status of the invoice or bill is :guilabel:`In payment`. The
|
||||
next step is to reconcile it with the related bank statement line to have the transaction finalized
|
||||
and the invoice or bill marked as :guilabel:`Paid`.
|
||||
|
||||
.. seealso::
|
||||
- :doc:`../../bank/reconciliation/use_cases`
|
||||
|
After Width: | Height: | Size: 5.1 KiB |
After Width: | Height: | Size: 15 KiB |
After Width: | Height: | Size: 7.2 KiB |
Before Width: | Height: | Size: 28 KiB |
Before Width: | Height: | Size: 13 KiB |
Before Width: | Height: | Size: 27 KiB |
Before Width: | Height: | Size: 20 KiB |
Before Width: | Height: | Size: 17 KiB |
Before Width: | Height: | Size: 18 KiB |
Before Width: | Height: | Size: 15 KiB |