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Coworking:Payment In

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Customer's payments and prepayments received can be recorded and managed in the payment in window. Same way G/L item payments do not related to orders/invoices can also be managed in this window.

Customer's payments can be received against:

There is a How To article which describes how to manage prepaid invoices (prepayments) in receivables.

Openbravo allows to register payments received from a single customer or to register payments received from several customers at the same time.

At the end of the process a "Payment In" transaction will imply the creation of a "Deposit" transaction in the corresponding Financial Account.
The creation of the deposit transaction in the financial account can be done:


The payment in window allows to record and manage customer's payments received against different types of documents issued by the organization such as orders and invoices. This window also allows to manage the customer's payments already recorded in the sales invoice window same way as the G/L item payments received in a G/L Journal.


There are just few mandatory fields to fill in while recording a payment in this window:

Other relevant fields to note are:

Add Payment window

The Add Details button opens the Add Payment window where the documents being paid can be selected.


The "Add Payment" window is already explained in the Sales Invoice Payment article.

Payment of several document types of different customers

If no customer has been selected in the field "Received From" it is possible to record the payment of different customers at the same time by just selecting the transactions to be paid.
(Note that Openbravo allows to filter once more by a given business partner if it was not entered in the "Received From" field by mistake).

The Actual Payment amount entered is automatically spread among the pending debts (invoices or orders pending to be paid). Since Openbravo 3.0PR15Q4 it is possible to avoid this automatic distribution by setting the Preference Add Payment: Automatically distribute amounts to 'N'

AddPayment SeveralPaymentIn.png

The user can check or uncheck the transactions as required and can also modify the amounts shown in the "Amount" field.

It is important to remark that:

Processing a payment

There are two options available while processing a payment received created in this window:

both options above process the payment in received but the second one also creates the corresponding "Deposit" transaction in the Financial Account used.
This last option is the only one shown if the payment method used and assigned to the financial account where the money is going to be deposited to is configured as "Automatic Deposit" = Yes.


Note that there is no need to process:

Reactivating a payment

An already processed payment with status "Payment Received" or "Awaiting Execution" can be Reactivated. This option allows to edit wrong payment data or to delete a wrongly created payment.

"Reactivate" button allows to get what explained above as two different actions can be selected:

An already processed and deposited payment with status "Deposited not Cleared" can be as well "Reactivated" as described above, but once the corresponding deposit transaction has been deleted from the financial account.

Posting a payment

A payment received and processed in the Payment In window can be posted if the payment method used while creating the payment allows to do so once assigned to the financial account through which the payment is received. If that is not the case Openbravo shows a warning : "Document disabled for accounting".

A payment received posting looks like:

Account Debit Credit
Upon Receipt Use the "In Transit Payment IN Account" i.e. Payment amount
Customer Receivables Payment amount

The posting will be different when the amount comes partially o totally from a debt classified as doubtful. In that case, the posting will be as explained in | Doubtful Debt Run Window.

Voiding a payment

An already processed payment with status "Awaiting Execution" can be "Voided". The process button "Reactivate" allows to do that but only for payments in status "Awaiting Execution".

(Remember that a payment can get an awaiting execution status if the payment method used and assigned to the financial account is setup to have an automatic "Execution Type" and besides the check-box "Deferred" is selected).

Void action set the payment line/s as "Canceled" which means that the document (order or invoice) is actually not paid therefore a new payment can be created or added.

Credit Payments

It is not possible to generate credit on a payment which is not related to a single customer, therefore generated credit feature requires:

The creation of a credit payment requires not to select any document to pay in the "Add Payment" window which is shown after pressing the process button "Add Details", but to leave the amount to be used later.

Payment In Credit Payments.png

A credit payment is going to be available for the customer after processing a payment as above.
This credit payment specifies the generated credit amount in the "Description" field of the credit payment header.

Later on the available credit generated for that customer can be used for further payments:

Then, the "Description" field of the credit payment header will also specified the transactions/documents where the credit was used.

The Use Credit Source tab of the payment in window shows the credit payment used to pay a customer's document (order, invoice or G/L item) payment.

Payments in multiple currencies

Openbravo allows to receive payments in a different currency than the financial account currency.

For getting that working the payment method assigned to the financial account used to receive the payment needs to be configured to allow so, that implies to select the check-box "Receive Payments in Multiple Currencies".

Let's take for instance an organization such as "F&B US Inc". This organization is located in USA, therefore it is likely that the organization's general ledger currency as well as the financial account currency is set as USD.

F&B US Inc makes business with a customer located abroad. This customer requires to pay the invoice/s issued to it in EUR currency. This means that:

Once the payment in foreign currency (EUR) changes it status to "Payment Received", the financial account transaction or deposit needs to be created as described in the Payment Cycle article.
The important thing to remark here is that the transaction is created in the financial account in the financial account currency (USD) but always keeping the "foreign amount" (EUR) information.

If the payment in foreign currency (EUR) needs to be posted to the ledger later on it is also possible to enter an exchange rate in the exchange rate tab.
That exchange rate will be the one used while posting the payment to the ledger. (Remember that the organization's general ledger currency is USD).
If no exchange rate is entered in the exchange rate tab, the system exchange rate will the be used.

Prepayments exceeding the invoice amount to pay

Openbravo allows to prepay by adding payments to the orders. The sales invoice created from the order will inherit the payment done for the order.

It can happen that the actual prepaid amount exceed the invoice amount to pay, therefore sales invoice remains as "Payment Complete" = "No" until


The lines tab contains a list of the documents paid by the payment.

This tab is a "read-only" tab which shows a list of the scheduled payments per each transaction type (Order, Invoice or G/L Item).

In the case of a G/L Item transaction type the "Received Amount" is the only amount field fulfilled as that amount is specified by the end user in the "Add Payment" window, "Received In" field.

In the case of an order or an invoice transaction:

PaymentIn Lines.png

Lines tab also shows the accounting dimensions entered per each payment line at the time of either creating the order or the invoice, or at the time of creating the G/L Item payment transaction in the "Add Payment" window.

Execution History

The execution history tab shows information about the history of the payment execution attempts.

For some payment types some additional steps are needed. For example a received payment with check that needs to be filled in with the customer's check number.

In that case the payment method linked to the payment needs to be configured to require an "Automatic" Execution Type process.

All of the above implies an additional step to take in the Payment In window which is to execute the payment by using the process button "Execute Payment".
This process button is only shown in case of payment/s linked to an automation execution process for which the check-box "Deferred" is selected.
If the check-box "Deferred" is not selected the additional step is still required but it will be automatically executed without any end-user action.

The Execution History tab is a read-only tab which shows information about the execution of the payment such as the execution date, obviously once the payment has been executed.

PaymentIn ExecutionHistory.png

Exchange rates

The exchange rate tab allows to enter an exchange rate between the organization's general ledger currency and the currency of the payment received to be used while posting the payment to the ledger.

Used Credit Source

A credit payment can be used to settle more that one document payment. This table tracks the documents where a credit payment has been used.

The creation of a "Credit" payment is already explained in the Credit Payments section of this article, same as how a "Credit" payment or available customer's credit will appear on future customer's payments.

This read-only tabs shows the credit payment used to pay a customer's document (order, invoice or G/L item) payment.

PaymentIn UsedCreditSource.png


Accounting information related to the payment in

For more details please review the accounting article.

Full list of Payment In window fields and their descriptions is available in the Payment In Screen Reference.

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