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Coworking:Payment Out

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

Payments can be made against different type of documents:

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

Payments can be created to pay to a single vendor or to pay to several vendors at the same time.

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


The payment out window allows to make and manage supplier's payments done to settle different types of documents such as orders and invoices. This window also allows to manage the supplier's payments already made in the purchase invoice window same way as the G/L item payments made in a G/L Journal.


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

Other relevant fields to note are:

Add Payment window

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

PaymentOut AddDetails.png

The Add Payment window is already explained in the Purchase Invoice payment article.

Payment of several document types of different vendors

If no vendor has been selected in the field "Paying To" it is possible to pay different transaction types of different vendors by just selecting them.
(Note that Openbravo allows to filter once more by a given business partner if it was not entered in the "Paying To" field by mistake).

The field "Actual Payment Out" field will then show the sum up value of all the transactions being selected to be paid.


Once the payment is processed the lines tab list all the orders and invoices and even G/L items included in the payment same as the "Description" field of the payment header.

Reactivating a payment

An already processed payment with status "Payment Made" 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An already processed and withdrawn payment with status "Withdrawn not Cleared" can be as well "Reactivated" as described above, but once the corresponding withdrawal transaction has been deleted from the financial account.

Posting a payment

A payment made and processed from the Payment Out 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 made. If that is not the case Openbravo shows a warning : "Document disabled for accounting".

A payment made posting looks like:

Account Debit Credit
Vendor Liability Payment amount
Upon Payment Use the "In Transit Payment OUT Account" i.e Payment amount

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

The field "Generated Credit" which can be found in the "Payment Out" header, allows to generate credit (or a credit payment in Openbravo terms) for a business partner by just entering the credit amount in that field.
It is not possible to generate credit on a payment which is not related to a single vendor or creditor, therefore generated credit feature requires to select a business partner in the field "Paying To".

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 credit amount to be used later.

Payment Out GeneratedCredit.png

A credit payment is created after processing. This credit payment specifies the amount left as credit in the "Description" field of the credit payment header.

Later on the available credit generated for that vendor can be used to pay the vendor:

AddDetails CreditPaymentOut.png

Both cases, 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 out window shows the credit payment used to pay a vendor's document (order, invoice or G/L item) payment.

Payments in multiple currencies

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

For getting that working the payment method assigned to the financial account used to make the payment needs to be configured to allow so, that implies to select the check-box "Make 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 supplier located abroad. This supplier issues its invoices in EUR currency and requires to be paid in EUR currency. This means that:

Once the payment in foreign currency (EUR) changes it status to "Payment Made", the financial account transaction or withdrawal 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 purchase 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 purchase invoice remains as "Payment Complete" = "No" until


Lines tab contains a list of the documents to be paid or already 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 "Paid Amount" is the only amount field fulfilled as that amount is specified by the end user in the "Add Payment" window, "Paid Out" field.

In the case of an order or an invoice transaction:

PaymentOut 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.

It is also possible to "Reactivate" a payment as well as to "Post/Unpost" a payment from the lines tab.

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 payment with check that needs to be filled in with a 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 Out 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.

PaymentOut 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 made 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 credit can be used later on to pay a vendor.

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

PaymentOut Used Credit Source.png


Accounting information related to the payment out

For more details please review the accounting article.

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

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