Projects:Bpdc/User Guide

This User Manual is intended as a reference for end users of Business Partner Debt Consolidation module. It provides guidance on usability from a functional perspective. The steps provided below are based on Small Bazaar sample data.

Contents 1 Overview 2 Configuration 3 Usage 3.1 Examples 3.1.1 Consolidation of receivables 3.1.2 Consolidation of receivables and payables 4 Extensions

Overview

This modules provides the functionality of Business Partner Debt Consolidation. The feature allows users to automatically consolidate the outstanding payments for one or more business partners. It creates a debt payment for the difference of payment dues and payment received and closes all intermediary documents. The process addresses both the receivables and payables flows.

The feature provided by the module automates functionality that is otherwise already available in the product and can be executed manually but in a more time consuming manner.

Configuration

No configuration is required.

Usage

Prerequisite: There have to be more than one outstanding payment for certain business partner. Notice that this can be achieved in several ways via the usual business flows.

The steps to process Business Partner Debt Consolidation can be summarized in:

• Go to Financial Management > Receivables & Payables > Transactions > BP Debt Consolidation.
• Select an organization.
• Select one or more business partners
• Optionally, fill the other fields: From Due Date, etc.
• Press Process Button

The system will automatically create a settlement for each business partner to cancel the outstanding payments and generate a single payment to consolidate the previous payments. Only the payments in the selected organization are consolidated.

Notice that if the filter is left blank, every payment will be processed, even if due date is greater than today. Also notice that if for any reason one of the payments can not be processed, and error will be displayed but the rest of the payments will be processed. The system will return an error with an explanatory message.

If no target values are entered, the due date will be set to today, the default form of payment of the business partner will be selected and the bank account will be set to blank.

The system will display the information of the new payments, and will provide a link to them. Notice that the payments are consolidated for each business partner. If the payments where created in different currencys, payments will be consolidated separately grouped by currency.

Examples

The feature added by this module does not introduce variations in the business flow, but automates the step consolidating payments. The following example provides the steps to test the feature in an application with Small Bazaar sample data.

Consolidation of receivables

Summary: An advanced payment is received from McGiver business partner (100€). Several sales invoices are created for McGiver (30€ and 20€ each) and Mafalda (60€ and 50€) business partners.

Notice that all transactions in this example should be done in B organization, so there is no misunderstanding with other payments already present in SampleData.

Create an advanced payment from McGiver. This step can be automated with mass advanced payments module. As for that:

• Go to Financial Management > Receivables & Payables > Transactions > Settlement
• Create a new settlement accepting default values.
• Navigate to the Created Payments tab and create TWO new payments:
  • Form of payment: Bank Deposit
  • Due Date: Today
  • Business Partner: McGiver
  • Bank Account: Uncle Scroogre Bank - 00000
  • Receipt: Yes
  • Amount: 100 for the first and -100 for the second payment.
• Complete the settlement
• Go to Financial Management > Receivables & Payables > Transactions > Bank Statement
• Create a new Bank Statement.
  • Choose the bank
  • Set the transaction data to today.
• Click on Create Lines From Button and select the positive payment of the settlement just created.
• Process the Bank Statement.

This way the first payment will be marked as paid and the second payment remains unpaid. The creation of the bank statement can be automated using the form of payment direct debit provided in the module Direct Debit.

Create a new Sales Invoice:

• Go to Sales Management > Transactions > Sales Invoice.
• Click on new and fill:
  • Organization: B
  • Business Partner: McGiver.
  • Payment Terms: Immediate.
  • Form of payment: Bank Deposit
  • Invoice Date: Today
  • Transaction Document: AR Invoice
• Go to lines tab and fill
  • Product: Cookies
  • Quantity: 30
  • Price: 1
  • Tax: Exempt.
• Gran total amount: 30
• Complete the invoice and check that the payment has being created.

Create another invoice for the same business partner using the same data, except for quantity = 20. Complete the invoice.

Create another invoice for Mafalda business partner using the same data, except for quantity = 60. Complete the invoice.

Create another invoice for Mafalda business partner using the same data, except for quantity = 50. Complete the invoice.

The creation of the mass invoices can be automated using the Mass Invoicing module.

Now, proceed to the consolidation:

• Go Financial Management > Receivables & Payables > Transactions > BP Debt Consolidation.
• Select B organization.
• Select Mafalda and McGiver business partners.
• Click on Process Button.
• A table with two rows will be displayed.

• Navigate to the new settlement for McGiver and check that there are three payments in the canceled tab.
• Check that a single payment has being created in the created payment tab with amount: -50 ( -100 + 30 + 20).

• Navigate to the new settlement for Mafalda and check that there are two payments in the canceled tab.
• Check that a single payment has being created in the created payment tab with amount: 110 (60 + 50).

Consolidation of receivables and payables

Summary: Several sales invoices and purchase invoices are created for a business partner.

Create a new Sales Invoice:

• Go to Sales Management > Transactions > Sales Invoice.
• Click on new and fill:
  • Organization: B
  • Business Partner: Millman.
  • Transaction document: AR Invoice.
  • Form of payment: Bank Deposit
  • Payment Terms: Immediate.
• Go to lines tab and fill
  • Product: Cookies
  • Quantity: 30
  • Price: 1
  • Tax: Exempt.
• Gran total amount: 30
• Complete the invoice and check that the payment has being created.

• Create another invoice for the same business partner using the same data, except for quantity = 20. Complete the invoice.

Create a new Purchase Invoice:

• Go to Sales Management > Transactions > Sales Invoice.
• Click on new and fill:
  • Organization: B
  • Business Partner: Millman.
  • Transaction document: AP Invoice.
  • Form of payment: Bank Deposit
  • Payment Terms: Immediate.
• Go to lines tab and fill
  • Product: Cookies
  • Quantity: 10
  • Price: 1
  • Tax: Exempt.
• Gran total amount: 10
• Complete the invoice and check that the payment has being created.

• Create another purchase invoice for the same business partner using the same data, except for quantity = 30. Complete the invoice.

Now, proceed to the consolidation:

• Go Financial Management > Receivables & Payables > Transactions > BP Debt Consolidation.
• Select B organization.
• Select Millman business partner.
• Select all option.
• Click on Process Button.
• A table with one row will be displayed.

• Navigate to the new settlement and check that there are 4 payments in the canceled tab.
• Check that a single payment has being created in the created payment tab. This payment is a 10€ receivable.

Extensions

This module is intended to work independently as explained above. However, it is part of an extension pack named Advanced Payments which provides the ability to manage advanced payments among business partners. Note that this module depends on Multiple Business Partner selector module.