[IMP] accounting: update the information on recording payments

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Signed-off-by: Castillo Jonathan (jcs) <jcs@odoo.com>
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Donatienne Pirlot 2022-06-28 08:21:31 +00:00 committed by Jonathan Castillo (jcs)
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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`

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