diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording.rst b/content/applications/finance/accounting/receivables/customer_payments/recording.rst index 718fb0eaa..53e177410 100644 --- a/content/applications/finance/accounting/receivables/customer_payments/recording.rst +++ b/content/applications/finance/accounting/receivables/customer_payments/recording.rst @@ -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 :doc:`oustanding account + <../../bank/setup/outstanding_accounts>`, 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` diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/add-option.png b/content/applications/finance/accounting/receivables/customer_payments/recording/add-option.png new file mode 100644 index 000000000..e0af8756a Binary files /dev/null and b/content/applications/finance/accounting/receivables/customer_payments/recording/add-option.png differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/information-icon.png b/content/applications/finance/accounting/receivables/customer_payments/recording/information-icon.png new file mode 100644 index 000000000..7f3158fde Binary files /dev/null and b/content/applications/finance/accounting/receivables/customer_payments/recording/information-icon.png differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/reconcile-option.png b/content/applications/finance/accounting/receivables/customer_payments/recording/reconcile-option.png new file mode 100644 index 000000000..9e2d4c90f Binary files /dev/null and b/content/applications/finance/accounting/receivables/customer_payments/recording/reconcile-option.png differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording01.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording01.png deleted file mode 100644 index d2fceb548..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording01.png and /dev/null differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording02.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording02.png deleted file mode 100644 index c5185df21..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording02.png and /dev/null differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording03.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording03.png deleted file mode 100644 index e197a05cc..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording03.png and /dev/null differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording04.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording04.png deleted file mode 100644 index 1c6009685..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording04.png and /dev/null differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording05.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording05.png deleted file mode 100644 index cf1777a7f..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording05.png and /dev/null differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording06.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording06.png deleted file mode 100644 index a95d9da24..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording06.png and /dev/null differ diff --git a/content/applications/finance/accounting/receivables/customer_payments/recording/recording07.png b/content/applications/finance/accounting/receivables/customer_payments/recording/recording07.png deleted file mode 100644 index ba3661767..000000000 Binary files a/content/applications/finance/accounting/receivables/customer_payments/recording/recording07.png and /dev/null differ