Payment In

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Introduction

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:

• Sales Orders, in effect this is a prepayment.
  Later on, when an invoice is created from the order that already has a payment received against it, the invoice automatically inherits the payment received against the order.
• Sales Invoices, in effect this is an invoice payment received from a customer.
  Payments prior to the accounting date of the invoice are also considered a prepayment.

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

• and a G/L Items, in effect this is a payment of any other revenue received from a customer, for instance a fine.
  This type of payments can be created in this window when selecting the G/L Item "Transaction Type" or can be automatically populated as a payment in this window if created in a G/L Journal.
  No matter the way they are created, both cases are managed same way depending on the Payment Method used.

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:

• manually by using the Add Transaction process of the financial account.
• or automatically if the payment method used is configured to do so, that implies the selection of the check-box "Automatic Deposit".

Header

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:

• the Organization which is receiving the payment
• the Payment Number which follows the corresponding document sequence
• the Payment Method use for receiving the payment. There is a check-box in the "Add Payment" window which later on allows to select documents linked to alternative payment methods
• and the Financial Account where the money is going to be deposited to

Other relevant fields to note are:

• the Amount received. It does not need to be entered upon creating a new record.
• the Received From field, that is the customer we are receiving the payment from. It does not need to be entered upon creating a new record.
  • If a customer is not selected that implies the creation of a payment which can collect the payment of different documents related to different customers.
  • If a customer is selected that implies the creation of a payment which can collect the payment of different documents of the same customer. In this case, the value of the fields "Payment Method" and "Deposit To" change if the customer has assigned a specific payment method and financial account to be used while collecting its bills.
• Reference No., this field is used to reflect the number printed on the payment justification document received from the customer.
• and the Currency. It is possible to select a different currency than the financial account currency while receiving a payment. For getting that working the payment method used and assigned to the financial account of the payment needs to be configured to receive payments in multiple currencies.

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'

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:

• In this scenario it is not possible to generate credit or refund a remaining amount to the customer because both actions needs to be related to one single customer.
  Therefore if the amount paid and reflected in the actual payment field is higher than the sum of the invoice's grand total amount selected, an error message is shown saying that "There is an amount difference without any action selected".
  In that case, either the actual payment amount needs to be decreased or another order/invoice to be paid needs to be selected.

• If the Actual Payment is less than the Expected Payment, the amount remaining can be left as:
  • an underpayment, that means registering a partial payment where the remaining debt will be paid afterwards by registering a new payment in
  • or can be written off, if selected that means registering a partial payment where the remaining debt is not going to be paid, in this last case:
    • the customer's invoice is set as fully paid
    • the invoice posting to the ledger settles the total customer receivable amount
    • while the payment posting to ledger uses the account Write-off amounts to post the amount written-off.

Processing a payment

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

• Process Received Payment(s)
• or Process Received Payment(s) and deposit

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.

Besides:

• A system message displays the created payment's number
• Payment summary information is reflected in the Status Bar of the Payment In window.
• The Description field is updated with paid Invoice and Order numbers and the amount left as credit
• Payment detail records are introduced in the Lines tab.
• This process also updates the Payment In Plan and Payment Monitor information of all the documents involved.
• The Payment Status changes to Awaiting Execution when an Automatic Execution Type is defined or to Payment Received if the execution is Manual.
  If there is an execution process defined, it can be run by clicking on the "Execute Payment" button. The information will appear in the Execution History tab.

Note that there is no need to process:

• customer's payments received in the Sales Invoice window as those are already processed in there
• or G/L item's payments received in the G/L Journal window as those imply the automatic processing of the payment received.

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:

• Reactivate: This option reactivates the payment keeping the payment lines.
  Once the payment is reactivated this way the user can easily modify the payment information by using the button "Add Details" and process it once again.
• Reactivate and Delete lines: This option reactivates the payment and removes all the payment lines.
  This option is the one to use if the payment was wrongly created therefore needs to be remove completely.
  Once the payment is reactivated this way the user can delete the payment header without the need of deleting the payment lines first.

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:

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:

• to select a business partner (or customer) in the field "Received From" of the Payment In window.
• and enter the amount to be left as credit in the field "Amount" of the Payment In window.

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.

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:

• in the "Add Payment" window once a new payment is created for that customer in the payment in window by just selecting a line and set the amount in credit to use grid.
  
• or in the "Select Credit Payments" window which is automatically shown upon completion of a new customer's invoice.

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:

• F&B US Inc organization needs to issue the customer's invoice in EUR same as the payment received from the customer.
  • If the customer's payment is registered in this "Payment In" window a new field named "Exchange Rate" is shown allowing the user to enter an exchange rate at a given date.
    That exchange rate is also shown in the "Add Payment" window shown after pressing the process button "Add Details".

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

• either a "negative" payment in is created to reflect that the organization is paying back to the customer the difference, so final payment balance equals the sales invoice amount
• or a credit payment is created to be later on used while booking the payment of another sales invoice from the same customer.
  This credit payment needs to be created as a new payment in for a 0.00 amount and related to the sales prepaid invoice, that way the prepaid invoice is set as "Payment Complete" = "Yes".

Lines

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

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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.

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.

Accounting

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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