[IMP] accounting: update payment matching feature
task-3518648
closes odoo/documentation#12019
X-original-commit: 52d8565f02
Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
This commit is contained in:
afma-odoo
Audrey (auva)
parent
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commit
e8bd3a105c
@ -20,39 +20,110 @@ for use at a later date:
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- `Odoo Tutorials: Bank Configuration
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<https://www.odoo.com/slides/slide/bank-configuration-6832>`_
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.. _accounting/payments/payment-methods:
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Payment methods
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===============
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Several payment methods are available in Odoo to allow different configurations for different types
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of payments. Examples of payment methods include manual payments (such as cash), :doc:`checks
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<payments/pay_checks>`, and batch payment files (such as :ref:`NACHA
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<l10n_us/ach-electronic-transfers>` and :doc:`SEPA <payments/pay_sepa>`). Payment methods can be
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configured in the :guilabel:`Incoming Payments` and :guilabel:`Outgoing Payments` tabs of a bank or
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cash journal.
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.. seealso::
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:doc:`../../sales/point_of_sale/payment_methods` for Point of Sale
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.. _accounting/payments/preferred-payment-methods:
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Preferred payment method
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------------------------
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A contact's preferred payment method can be set so that when a payment is created for that contact,
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the payment method is automatically selected by default. Invoices and bills can be filtered by
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:guilabel:`Payment Method` to simplify :ref:`group <accounting/payments/group-payments>` payments.
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To set a preferred :guilabel:`Payment Method` for a customer or a vendor, go to
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:menuselection:`Accounting --> Customers --> Customers` or :menuselection:`Accounting --> Vendors
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--> Vendors` and select the customer or vendor. In the :guilabel:`Sales & Purchase` tab of the
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contact form, select the preferred :guilabel:`Payment Method` in the :guilabel:`Sales` section for
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invoice payments or for vendor bill payments in the :guilabel:`Purchase` section.
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.. tip::
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Access a full list of all contacts from the :guilabel:`Customers` or :guilabel:`Vendors` list
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view by removing the :guilabel:`Customers` or :guilabel:`Vendors` filter. Alternatively, access
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the full contact list through the Contacts app.
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.. _accounting/payments/from-invoice-bill:
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Registering payment from an invoice or bill
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===========================================
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When clicking :guilabel:`Register payment` in a customer invoice or vendor bill, it generates a new
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journal entry and changes the amount due according to the payment amount. The counterpart is
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reflected in an :ref:`outstanding <accounting/bank/outstanding-accounts>` **receipts** or
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**payments** account. At this point, the customer invoice or vendor bill is marked as :guilabel:`In
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payment`. Then, when the outstanding account is reconciled with a bank transaction line, the invoice
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or vendor bill changes to the :guilabel:`Paid` status.
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To register a payment for an invoice or a bill, follow these steps:
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The :icon:`fa-info-circle` information icon next to the payment line displays more
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information about the payment. To access additional information, such as the related journal, click
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:guilabel:`View`.
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#. Click :guilabel:`Pay` on a customer invoice or vendor bill. In the :guilabel:`Pay` window, select
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the :guilabel:`Journal` and the :guilabel:`Payment Date`.
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#. If previously set, the contact's preferred :guilabel:`Payment Method` is automatically selected
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by default but can be updated if necessary.
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#. If using :doc:`payment terms <customer_invoices/payment_terms>`, the :guilabel:`Amount` is
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automatically set based on the installment amounts defined by the payment term. To pay the full
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amount instead, click :guilabel:`full amount`.
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#. If necessary, edit the :guilabel:`Memo`.
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#. Click :guilabel:`Create Payment`.
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.. image:: payments/information-icon.png
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:alt: See detailed information of a payment.
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After the payment is registered, the customer invoice or vendor bill is marked as
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:guilabel:`In payment`.
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.. note::
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- The customer invoice or vendor bill must be in the :guilabel:`Posted` status to register the
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payment.
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- If a payment is unreconciled, it still appears in the books but is no longer linked to the
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invoice.
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- If a payment is (un)reconciled in a different currency, a journal entry is automatically
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created to post the currency exchange gains/losses (reversal) amount.
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- If a payment is (un)reconciled and an invoice with cash-basis taxes, a journal entry is
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automatically created to post the cash-basis tax (reversal) amount.
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.. tabs::
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.. tip::
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If the main bank account is set as an :ref:`outstanding account
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<accounting/bank/outstanding-accounts>`, and the payment is registered in Odoo (not through a
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related bank transaction), invoices and bills are directly registered as :guilabel:`Paid`.
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.. group-tab:: Without outstanding accounts
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If no :ref:`outstanding accounts <accounting/bank/outstanding-accounts>` are configured, no
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journal entry is created. To display more information about the payment, click the
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:guilabel:`Payments` smart button.
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When the invoice or vendor bill is :doc:`reconciled <bank/reconciliation>` with a bank
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transaction, its status is updated to :guilabel:`Paid`.
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.. note::
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- If a bank transaction is reconciled in a different currency, a journal entry is
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automatically created to post the currency exchange gains/loss amount.
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- When a bank transaction is reconciled with an invoice with cash-basis, a journal entry is
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automatically created to post the cash-basis tax amount.
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.. group-tab:: Using outstanding accounts
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By default, payments in Odoo do not create journal entries, but they can easily be configured
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to create journal entries using :ref:`outstanding accounts
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<accounting/bank/outstanding-accounts>`.
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Registering a payment on a customer invoice or vendor bill generates a new journal entry and
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reduces the :guilabel:`Amount Due` based on the payment amount. The counterpart is
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reflected in an :ref:`outstanding <accounting/bank/outstanding-accounts>` **receipts** or
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**payments** account. At this point, the customer invoice or vendor bill is marked as
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:guilabel:`In payment`. Then, when the payment is :doc:`reconciled <bank/reconciliation>` with
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a bank transaction, the invoice or vendor bill status changes to :guilabel:`Paid`.
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The :icon:`fa-info-circle` information icon next to the payment line displays more
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information about the payment. To access additional information, such as the related journal,
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click :guilabel:`View`.
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.. image:: payments/information-icon.png
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:alt: See detailed information of a payment.
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.. note::
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- Unreconciling a payment unlinks it from the invoice or bill but does not delete the
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payment.
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- If a payment is (un)reconciled in a different currency, a journal entry is automatically
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created to post the currency exchange gains/losses (reversal) amount.
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- If a payment is (un)reconciled on an invoice with cash-basis taxes, a journal entry is
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automatically created to post the cash-basis tax (reversal) amount.
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.. tip::
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If the main bank account is set as the outstanding account on the bank journal's payment
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method, registering the full payment on an invoice or bill moves the invoice/bill directly
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to the :guilabel:`Paid` status without requiring bank reconciliation.
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.. _accounting/payments/not-tied:
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@ -60,71 +131,185 @@ Registering payments not tied to an invoice or bill
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===================================================
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When a new payment is registered via :menuselection:`Customers / Vendors --> Payments`, it is not
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directly linked to an invoice or bill. Instead, the account receivable or the account payable is
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matched with the **outstanding account** until it is manually matched with its related invoice or
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bill.
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directly linked to an invoice or bill.
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.. tabs::
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.. group-tab:: Without outstanding accounts
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Payments that are not linked to an invoice or bill should not be registered without using
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:ref:`outstanding accounts <accounting/bank/outstanding-accounts>`, as there is no way to
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associate the payment with the invoice or bill since no journal entry is created for the
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payment. The amount paid or received is not reflected in the accounting and the
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:guilabel:`Amount Due` is not updated based on the payment amount.
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.. group-tab:: Using outstanding accounts
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Instead, the payment's journal entry matches the :guilabel:`outstanding account` with the
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account receivable or the account payable until the payment is manually matched with its
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related invoice or bill. Then, :doc:`reconciling <bank/reconciliation>` the payment with the
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bank transaction completes the payment workflow.
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.. _accounting/payments/payments-matching:
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Payments matching
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-----------------
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.. note::
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During the :doc:`bank reconciliation <bank/reconciliation>` process, a remaining balance is
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identified if the total debits and credits do not match when records are compared with bank
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transactions. This balance must either be reconciled later or written off immediately.
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.. _accounting/payments/matching-invoices-bills:
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Matching invoices and bills with payments
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-----------------------------------------
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For a single invoice or bill
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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A blue banner appears when validating a new invoice/bill and an **outstanding payment** exists for
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this specific customer or vendor. To match it with the invoice or bill, click :guilabel:`ADD`
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under :guilabel:`Outstanding Credits` or :guilabel:`Outstanding Debits`.
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.. tabs::
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.. image:: payments/add-option.png
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:alt: Shows the ADD option to reconcile an invoice or a bill with a payment.
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.. group-tab:: Without outstanding accounts
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The invoice or bill is now marked as :guilabel:`In payment` until it is reconciled with its
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corresponding bank transaction.
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By default, payments in Odoo do not create journal entries. As a result, there is no payment
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to match.
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.. group-tab:: Using outstanding accounts
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A blue banner appears when validating a new invoice/bill and an **outstanding payment** exists
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for this specific customer or vendor. To match it with the invoice or bill, click
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:guilabel:`Add` under :guilabel:`Outstanding Credits` or :guilabel:`Outstanding Debits`.
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.. image:: payments/add-option.png
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:alt: Shows the Add option to reconcile an invoice or a bill with a payment.
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The invoice or bill is then marked as :guilabel:`In payment` until the payment is
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:doc:`reconciled <bank/reconciliation>` with its corresponding :doc:`bank transaction(s)
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<bank/transactions>`.
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.. _accounting/payments/auto-reconcile-tool:
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For multiple invoices or bills
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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.. tabs::
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.. group-tab:: Without outstanding accounts
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By default, payments in Odoo do not create journal entries. As a result, there is no payment
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to match, but this feature can still be used to match miscellaneous journal items.
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.. group-tab:: Using outstanding accounts
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The :guilabel:`Payments matching` or :guilabel:`Auto-reconcile` tool allows reconciling
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journal items with each other (i.e., payments with customer invoices or vendor bills) either
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individually or in batches. Access the :guilabel:`Accounting Dashboard`, click the
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:icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) button from the :guilabel:`Customer
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Invoices` or :guilabel:`Vendor Bills` journals, and select :guilabel:`Payments Matching`.
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Alternatively, go to :menuselection:`Accounting --> Accounting --> Reconcile`.
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To manually :guilabel:`Reconcile` journal items, select the individual items from the list
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view and click :guilabel:`Reconcile`.
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.. _accounting/payments/auto-reconcile-feature:
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Auto-Reconcile Feature
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**********************
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.. tabs::
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.. group-tab:: Without outstanding accounts
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To use the :guilabel:`Auto-Reconcile` feature, follow these steps:
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#. In the :guilabel:`Journal Items to reconcile` list view, click :guilabel:`Auto-Reconcile`
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next to the receivable or payable account (or a specific contact's group of journal items
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in that account).
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#. In the :guilabel:`Reconcile automatically` window, click :guilabel:`Reconcile`.
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.. group-tab:: Using outstanding accounts
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To use the :guilabel:`Auto-Reconcile` feature, follow these steps:
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#. In the :guilabel:`Journal Items to reconcile` list view, click :guilabel:`Auto-Reconcile`
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next to the receivable or payable account (or a specific contact's group of journal items
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in that account).
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#. In the :guilabel:`Reconcile Automatically` window, set the
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:guilabel:`Reconcile` field depending on how you want to match journal items:
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- :guilabel:`Perfect Match`: Each debit journal item will be matched with
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the corresponding credit journal item of the same value.
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- :guilabel:`Clear Accounts`: All reconciled journal items will have the same
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matching number, as they are selected from the same account.
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#. Click :guilabel:`Reconcile`.
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Invoices and bills are automatically matched to their corresponding payments and marked as
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:guilabel:`In payment` until they are :doc:`reconciled <bank/reconciliation>` with their
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corresponding :doc:`bank transactions <bank/transactions>`.
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.. _accounting/payments/group-payments:
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Group payments
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--------------
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Registering payments on multiple invoices/credit notes or bills/refunds (group payments)
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========================================================================================
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Group payments allow combining outgoing and incoming payments from the same contact into a single
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payment to simplify the process and improve payment usability. To register a group payment:
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To register payments on multiple invoices/credit notes or bills/refunds, follow these steps:
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#. Go to :menuselection:`Accounting --> Customers --> Invoices/Credit Notes` or
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:menuselection:`Accounting --> Vendors --> Bills/Refunds`.
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#. Select the relevant invoices/credit notes or bills/refunds linked to a specific contact.
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#. Click the :icon:`fa-cog` (:guilabel:`Action menu`) icon and select :guilabel:`Register Payment`.
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#. In the :guilabel:`Register Payment` window, select the :guilabel:`Journal`, the
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:guilabel:`Payment Method`, and the :guilabel:`Payment Date`.
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#. Enable the :guilabel:`Group Payments` option and click :guilabel:`Create payment`.
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#. In the list view, click into the search bar, group by :guilabel:`Payment Method`, select the
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relevant invoices/credit notes or bills/refunds and click :guilabel:`Pay`.
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#. In the :guilabel:`Pay` window, select the :guilabel:`Journal` and the :guilabel:`Payment Date`.
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#. If previously set, the contact's preferred :guilabel:`Payment Method` is automatically selected
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by default but can be updated if necessary.
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#. If using :doc:`payment terms <customer_invoices/payment_terms>`, the :guilabel:`Amount` is
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automatically set based on the installment amounts defined by the payment term. To pay the full
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amount instead, click :guilabel:`full amount`.
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#. To combine all payments from the same contact into a single payment, enable the :guilabel:`Group
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Payments` option, or leave it unchecked to create separate payments.
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#. Click :guilabel:`Create payment`.
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The invoices or bills are now marked as :guilabel:`In payment` until they are reconciled with the
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corresponding bank transactions. The credit notes or refunds are marked as :guilabel:`Paid`.
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.. tabs::
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.. group-tab:: Without outstanding accounts
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The invoices or bills are then marked as :guilabel:`In payment` until they are
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:doc:`reconciled <bank/reconciliation>` with the bank transactions.
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.. group-tab:: Using outstanding accounts
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The invoices or bills are then marked as :guilabel:`In payment` until the bank transactions
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are :doc:`reconciled <bank/reconciliation>` with the payments.
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.. _accounting/payments/batch-payments:
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Batch payments
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--------------
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Registering a single payment for multiple customers or vendors (batch payments)
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===============================================================================
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Batch payments allow grouping payments from multiple contacts to ease
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:doc:`reconciliation <bank/reconciliation>`. They are also useful when depositing :doc:`checks
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<payments/checks>` to the bank or for :doc:`SEPA payments <payments/pay_sepa>`. To do so, go to
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:menuselection:`Accounting --> Customers --> Batch Payments` or :menuselection:`Accounting -->
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Vendors --> Batch Payments`. In the list view of payments, to group several payments in a
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batch, select them and click :menuselection:`Action --> Create Batch Payment`.
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Batch payments allow grouping payments from multiple contacts to ease :doc:`reconciliation
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<bank/reconciliation>`. They are also useful when depositing :doc:`checks <payments/checks>` to the
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bank or for generating bank payment files such as :doc:`SEPA <payments/pay_sepa>` or :ref:`NACHA
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<l10n_us/nacha>`. To do so, go to :menuselection:`Accounting --> Customers --> Payments` or
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:menuselection:`Accounting --> Vendors --> Payments`. In the payments list view, select the payments
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to be grouped in a batch, click :icon:`fa-cog` :guilabel:`Actions`, and select :guilabel:`Create
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Batch Payment`.
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.. note::
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All payments in a batch must have the same :ref:`payment method
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<accounting/payments/payment-methods>`.
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.. seealso::
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- :doc:`payments/batch`
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- :doc:`payments/batch_sdd`
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- :doc:`payments/batch`
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- :doc:`payments/batch_sdd`
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.. _accounting/payments/matching:
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Payments matching
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-----------------
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The :guilabel:`Payments matching` tool opens all unreconciled customer invoices or vendor bills and
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allows them to be processed individually, matching all payments and invoices in one place. Go to the
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:guilabel:`Accounting Dashboard`, click the :icon:`fa-ellipsis-v` (:guilabel:`dropdown menu`)
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button from the :guilabel:`Customer Invoices` or :guilabel:`Vendor Bills` journals, and select
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:guilabel:`Payments Matching`, or go to :menuselection:`Accounting --> Accounting -->
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Reconciliation`.
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The :guilabel:`Payments matching` tool opens all unreconciled journal items and allows them to be
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processed individually, matching all payments and journal items. Go to the
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:guilabel:`Accounting Dashboard`, go to :menuselection:`Accounting --> Accounting --> Reconcile` or
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click the :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) button from the :guilabel:`Customer
|
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Invoices` or :guilabel:`Vendor Bills` journals, and select :guilabel:`Payments Matching`.
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.. image:: payments/payments-journal.png
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:alt: Payments matching menu in the drop-down menu.
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@ -134,47 +319,56 @@ Reconciliation`.
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not match, there is a remaining balance. This either needs to be reconciled at a later date or
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written off directly.
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.. _accounting/payments/batch-payments-matching:
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Batch payments matching
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-----------------------
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Use the batch reconciliation feature to reconcile several outstanding payments or invoices
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simultaneously for a specific customer or vendor. Go to :menuselection:`Accounting --> Reporting -->
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Aged Receivable / Aged Payable`. All transactions that have not yet been reconciled for that
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contact are visible, and when a customer or vendor is selected, the :guilabel:`Reconcile` option is
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displayed.
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.. image:: payments/reconcile-option.png
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:alt: The batch payment reconcile option.
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.. _accounting/payments/partial-payment:
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Registering a partial payment
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=============================
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To register a partial payment, click on :guilabel:`Register Payment` from the related invoice or
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bill. In the case of a partial payment (when the :guilabel:`Amount` paid is less than the total
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remaining amount on the invoice or the bill), the :guilabel:`Payment Difference` field displays the
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outstanding balance. There are two options:
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To register a partial payment, click on :guilabel:`Pay` from the related invoice or bill.
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- :guilabel:`Keep open`: Keep the invoice or the bill open and mark it with a :guilabel:`Partial`
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banner;
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- :guilabel:`Mark as fully paid`: Select an account in the :guilabel:`Post Difference In` field and
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change the :guilabel:`Label` if needed. A journal entry will be created to balance the accounts
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payable or receivable with the selected account.
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.. tabs::
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.. image:: payments/partial-payment.png
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:alt: register a partial payment
|
||||
.. group-tab:: Without 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), 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
|
||||
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`.
|
||||
.. tabs::
|
||||
|
||||
.. 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:
|
||||
|
||||
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@ -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.
|
||||
|
||||
@ -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.
|
||||
|
||||
Loading…
Reference in New Issue
Block a user