diff --git a/content/applications/finance/accounting/payments.rst b/content/applications/finance/accounting/payments.rst index 34c14036e..34d486404 100644 --- a/content/applications/finance/accounting/payments.rst +++ b/content/applications/finance/accounting/payments.rst @@ -25,16 +25,17 @@ for use at a later date: Registering payment from an invoice or bill =========================================== -When clicking :guilabel:`Register payment` in a customer invoice or vendor bill, it generates a new -journal entry and changes the amount due according to the payment amount. The counterpart is -reflected in an :ref:`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 transaction line, the invoice or vendor bill -changes to the :guilabel:`Paid` status. +Clicking :guilabel:`Register payment` in a customer invoice or vendor bill generates a new journal +entry and sets the amount due according to the payment amount. The counterpart is reflected in an +:ref:`outstanding ` **receipts** or **payments** account. At this point, +the customer invoice or vendor bill is marked as :guilabel:`In payment` or :ref:`Partially paid +`. Then, when the outstanding account is reconciled with a bank +transaction, 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 -information about the payment. To access additional information, such as the related journal, click -:guilabel:`View`. +To open the :guilabel:`Journal Entry Info` window and display more information about the payment, +click the :icon:`fa-info-circle` :guilabel:`(information)` icon in the footer of the +:guilabel:`Invoice Lines` tab. To access additional information, such as the related journal entry, +click :guilabel:`View`. .. image:: payments/information-icon.png :alt: See detailed information of a payment. @@ -46,13 +47,13 @@ information about the payment. To access additional information, such as the rel 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 + - 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 an :ref:`outstanding account - `, and the payment is registered in Odoo (not through a related - bank transaction), invoices and bills are directly registered as :guilabel:`Paid`. + If the main bank account is set as the :ref:`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: @@ -62,91 +63,106 @@ 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 matched with the **outstanding account** until it is manually matched with its related invoice or -bill. +bill. Then, :doc:`reconciling ` the payment with the bank transaction completes +the payment workflow. -.. _accounting/payments/matching-invoices-bills: - -Matching invoices and bills with payments ------------------------------------------ - -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 now marked as :guilabel:`In payment` until it is reconciled with its -corresponding bank transaction. - -.. _accounting/payments/group-payments: - -Group payments --------------- - -Group payments allow combining outgoing and incoming payments from the same contact into a single -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. -#. Click the :icon:`fa-cog` (:guilabel:`Action menu`) icon and select :guilabel:`Register Payment`. -#. In the :guilabel:`Register Payment` window, select the :guilabel:`Journal`, the - :guilabel:`Payment Method`, and the :guilabel:`Payment Date`. -#. Enable the :guilabel:`Group Payments` option and click :guilabel:`Create payment`. - -The invoices or bills are now marked as :guilabel:`In payment` until they are reconciled with the -corresponding bank transactions. The credit notes or refunds are marked as :guilabel:`Paid`. - -.. _accounting/payments/batch-payments: - -Batch payments --------------- - -Batch payments allow grouping payments from multiple contacts to ease -:doc:`reconciliation `. They are also useful when depositing :doc:`checks -` to the bank or for :doc:`SEPA payments `. To do so, go to -:menuselection:`Accounting --> Customers --> Batch Payments` or :menuselection:`Accounting --> -Vendors --> Batch Payments`. In the list view of payments, to group several payments in a -batch, select them and click :menuselection:`Action --> Create Batch Payment`. - -.. seealso:: - - :doc:`payments/batch` - - :doc:`payments/batch_sdd` - -.. _accounting/payments/matching: +.. _accounting/payments/payments-matching: Payments matching ----------------- -The :guilabel:`Payments matching` tool opens all unreconciled customer invoices or vendor bills and -allows them to be processed individually, matching all payments and invoices in one place. Go to the -:guilabel:`Accounting Dashboard`, click the :icon:`fa-ellipsis-v` (:guilabel:`dropdown menu`) -button from the :guilabel:`Customer Invoices` or :guilabel:`Vendor Bills` journals, and select -:guilabel:`Payments Matching`, or go to :menuselection:`Accounting --> Accounting --> -Reconciliation`. - -.. image:: payments/payments-journal.png - :alt: Payments matching menu in the drop-down menu. - .. note:: - During the :doc:`reconciliation `, if the sum of the debits and credits does - not match, there is a remaining balance. This either needs to be reconciled at a later date or - written off directly. + During the :doc:`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/batch-payments-matching: +.. _accounting/payments/matching-invoices-bills: -Batch payments matching ------------------------ +For a single invoice or bill +~~~~~~~~~~~~~~~~~~~~~~~~~~~~ -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. +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/reconcile-option.png - :alt: The batch payment reconcile option. +.. 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 +` with its corresponding :doc:`bank transaction(s) `. + +.. _accounting/payments/auto-reconcile-tool: + +Matching payments +~~~~~~~~~~~~~~~~~ + +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:`dropdown menu`) 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`. + +Auto-Reconcile Feature +********************** + +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 journal item in that account). +#. In the :guilabel:`Find Entries to Reconcile Automatically` window, set the :guilabel:`Reconcile` + field depending on how you want to match journal items: + + - :guilabel:`Opposite balances one by one`: Each debit journal item will be matched with the + corresponding credit journal item of the same value. + - :guilabel:`Accounts with zero balances`: All reconciled journal items will have the same + matching number. + +#. Click :guilabel:`Launch`. + +Invoices and bills are automatically matched to their corresponding payments and marked as +:guilabel:`In payment` until they are :doc:`reconciled ` with their +corresponding :doc:`bank transactions `. + +.. _accounting/payments/group-payments: + +Registering payments on multiple invoices or bills (group payments) +=================================================================== + +To register payments on multiple invoices/bills, follow these steps: + +#. Go to :menuselection:`Accounting --> Customers --> Invoices/Credit Notes` or + :menuselection:`Accounting --> Vendors --> Bills/Refunds`. +#. In the list view, select the relevant invoices/credit notes or bills/refunds. +#. Click :icon:`fa-cog` :guilabel:`Actions` and select :guilabel:`Register Payment`. +#. In the :guilabel:`Register Payment` window, select the :guilabel:`Journal`, the + :guilabel:`Payment Method`, and the :guilabel:`Payment Date`. +#. 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 then marked as :guilabel:`In payment` until the bank transactions are +:doc:`reconciled ` with the payments. + +.. _accounting/payments/batch-payments: + +Registering a single payment for multiple customers or vendors (batch payments) +=============================================================================== + +Batch payments allow grouping payments from multiple contacts to ease +:doc:`reconciliation `. They are also useful when depositing :doc:`checks +` to the bank or for generating bank payment files such as :doc:`SEPA +` or :ref:`NACHA `. To do so, go to :menuselection:`Accounting --> +Customers --> Payments` or :menuselection:`Accounting --> Vendors --> Payments`. In the payments +list view, select the payments to be grouped in a batch, click :icon:`fa-cog` :guilabel:`Actions`, +and select :guilabel:`Create Batch Payment`. + +.. seealso:: + - :doc:`payments/batch` + - :doc:`payments/batch_sdd` .. _accounting/payments/partial-payment: @@ -173,8 +189,9 @@ 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 ` it with the related bank transaction line to -finalize the payment workflow and mark the invoice or bill as :guilabel:`Paid`. +next step is :doc:`reconciling ` the payment with the related :doc:`bank +transaction ` line to finalize the payment workflow and mark the invoice or bill +as :guilabel:`Paid`. .. toctree:: :titlesonly: diff --git a/content/applications/finance/accounting/payments/add-option.png b/content/applications/finance/accounting/payments/add-option.png index 90a76ce89..b345eed6c 100644 Binary files a/content/applications/finance/accounting/payments/add-option.png and b/content/applications/finance/accounting/payments/add-option.png differ diff --git a/content/applications/finance/accounting/payments/information-icon.png b/content/applications/finance/accounting/payments/information-icon.png index 7f3158fde..03528e90b 100644 Binary files a/content/applications/finance/accounting/payments/information-icon.png and b/content/applications/finance/accounting/payments/information-icon.png differ diff --git a/content/applications/finance/accounting/payments/payments-journal.png b/content/applications/finance/accounting/payments/payments-journal.png deleted file mode 100644 index 3d4e2d8f8..000000000 Binary files a/content/applications/finance/accounting/payments/payments-journal.png and /dev/null differ diff --git a/content/applications/finance/accounting/payments/reconcile-option.png b/content/applications/finance/accounting/payments/reconcile-option.png deleted file mode 100644 index ad33e8e41..000000000 Binary files a/content/applications/finance/accounting/payments/reconcile-option.png and /dev/null differ diff --git a/content/applications/finance/accounting/reporting/year_end.rst b/content/applications/finance/accounting/reporting/year_end.rst index 37af6968e..9a5757260 100644 --- a/content/applications/finance/accounting/reporting/year_end.rst +++ b/content/applications/finance/accounting/reporting/year_end.rst @@ -62,7 +62,7 @@ Then, to close the fiscal year: ` 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 ` to validate any open + - Optionally, :ref:`match payments ` 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. diff --git a/content/applications/finance/accounting/vendor_bills.rst b/content/applications/finance/accounting/vendor_bills.rst index 33aab50ea..d1fe24d67 100644 --- a/content/applications/finance/accounting/vendor_bills.rst +++ b/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 ` when you receive the products. + the :ref:`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.