Projects:Aprmpaymentpriorities/User Documentation paymentpriorities

Contents 1 Introduction 2 Installation 3 Configuration 3.1 Payment priorities at Organization level 4 User Interface changes 4.1 Sales/Purchase Orders and Invoices 4.2 Sales/Purchase Orders and Invoices Payment Plans 4.3 Payment Plan Lines distribution User Interface changes 5 User scenarios 5.1 Sales Order/Invoice creation 5.2 Add Payment from Payment In 5.3 Add Payment from Invoice 5.4 Add Payment from Financial Account

Introduction

The main goal of this module is to allow the distribution of either "Payments Received In" or "Paid Out" by payment priority first, and then by due date.

Openbravo currently proposes the distribution of payments plan lines received in or paid out by due date.

This module allows that the distribution algorithm of payments to be driven by the payment priority first and then by due date, by taking into account that the Payment priority will always have a higher priority than the due date.

Every payment plan has a due date, but not every payment plan will necessarily have a payment priority.

If two lines have the same priority (first sort), then they will be prioritized by due date (second sort).

Payment priorities are not mandatory and can be setup by the end-user as required by having into account that the lowest priority value means the highest priority.

Installation

Follow below steps to get Booking Control module installed in your system:

• Login as Openbravo/Openbravo
• Change the role to “System Admin” by clicking the button “User Info”.
• Go to General Setup -> Application -> Module Management.
• Click the tab Add Modules -> Browse File System. Install Module pop-up window will be opened.
• Browse the Payment Priorities obx file and click continue.
• Click Install Now.
• To Verify, as "System Admin" navigate to “Applicatio Dictionary // Module", once there check that the new module of "Payment Priorities" is shown as active in there.

Configuration

It is now possible to define "Payment Priorities" at Client level (or Main Organization), as described below:

• Navigate to the new window "Payment Priority" at the application path: "Financial Management // Receivables & Payables // Setup // Payment Priority"
• Create a new record
• Select the Organization (*)
• Enter a Priority name in the field "Name"
• Enter a Priority description in the field "Description"
• Set it up as "Active"
• Enter a Priority value in the field "Priority"
  • it is important to remark that the lowest value means the highest priority.
• Enter a color code in the field "Color"
• Set it as "Default" in case a give priority is meant to be the "Standard Priority" to be automatically filled-in by system, while creating Invoices or Orders.

An example is shown below:

Highest Priority (Red color) :

Standard Priority (Blue color) :

Lowest Priority (Green color) :

Payment priorities at Organization level

It is important to remark that a specific Organization, let's say an "Organization A" which belongs to a "Main" organization, could have a different set of Payment Priorities if needed than "Main" Organization ones, by having into account that:

• Organization A payment priorities cannot be the same as Main Organization payment priorites, because that would imply a redundant set of payment priorities:
  • Above means that it is not possible to have the value "1" as "Priority" value for both Organization A and Main Organization.
• The default payment priority setup for Organization A will be the one proposed by the system as "Default one" for Organization A, whenever it has a lower "Priority" value than the one for the Main Organization
  • otherwise the Default Payment Priority set up for Main will be the one to be automatically filled-in by Openbravo.

User Interface changes

Sales/Purchase Orders and Invoices

A new field named "Payment Priority" has been created at the application paths:

• "Sales Management || Transactions || Sales Order"
• "Sales Management || Transactions || Sales Invoice"
• "Procurement Management || Transactions || Purchase Order"
• "Procurement Management || Transactions || Purchase Invoice"

Sales Order window is shown below:

Payment priority new field is not a mandatory field and besides:

• Payment Priority field gets a value equal to the highest priority defined at client level, in case of dunning invoices created by dunning module. See Dunning Project.
• Payment Plan field gets a value equal to the by default priority setup at client level, if any, in case of not dunning invoices created in the system.

Sales/Purchase Orders and Invoices Payment Plans

A new field/column named "Payment Priority" and a new button named "Update Payment Plan" has been created at the application path:

• "Sales Management || Transactions || Sales Order >> Payment Plan tab"
• "Sales Management || Transactions || Sales Invoice >> Payment Plan tab"
• "Procurement Management || Transactions || Purchase Order >> Payment Plan tab"
• "Procurement Management || Transactions || Purchase Invoice >> Payment Plan tab"

Therefore:

• Each "Payment Plan" would inherit the "Payment Priority" defined at sales order/invoice level.
• The new button will allow the end-user to change either the "Due Date" or the "Payment Priority" for an existing "Payment Plan".
  This new button will only be shown if the payment plan is not fully paid (outstanding <> 0).

Sales Invoice - Payment Plan tab is shown below:

Update Payment Plan new window is shown below:

Payment Plan Lines distribution User Interface changes

Payment Plan lines distribution UI has been also modified, as shown in the screen below:

As shown above, "Add Payment" grid is now showing two different colors one per each priority defined.
End-user should know the colors he has setup for each priority. In this case, the blue color placed at the top, has a higher priority that the green one, placed below.

As a summary, the payment priority is indicated by the sort order of the data set to which that payment is being applied and besides by the colour setup and linked to a specific payment priority.

User scenarios

Scenarios detailed below applied to Sales Transactions, same applies to Purchase transactions.

Sales Order/Invoice creation

End-user needs to enter Sales Orders and Sales Invoices as part of "normal" business activities for a given Business Partner (Customer)

Sales Order 50035 has a "Standard Priority" and a due date = March 20th, 2011

Sales Invoice 100033 has a "High Priority" and a due date = April 20th, 2011

Sales Invoice 100034 has a "Standard Priority" and a due date= March 22nd, 2011

Sales Invoice 100035 has a "Low Priority" and a due date = February 20th, 2011

Openbravo "standard" functionality would propose a payment distribution sort by due date, as described below:

1. Sales Invoice 100035, due date February 20th, 2011
2. Sales Order 50035, due date March 20th, 2011
3. Sales Invoice 100034, due date March 22nd, 2011
4. Sales Invoice 100033, due date April 20th, 2011

But, Payments Priorities functionality would propose a payment distribution sort by payment priority first and then by due date, as described below:

1. Sales Invoice 100033 - "High Priority"
2. Sales Order 50035 -"Standard Priority" - due date = March 20th, 2011
3. Sales Invoice 100034 - "Standard Priority"- due date= March 22nd, 2011
4. Sales Invoice 100035 - "Low Priority"

See below user scenario "Add Payment from Payment In"

Add Payment from Payment In

The end-user needs to enter a Payment received In from the Business Partner (Customer), for doing that he/she needs to navigate to the application path:
"Financial Management // Receivables & Payables // Transactions // Payment In - Header"
and follow the steps described below:

• Create a new record
• Select the corresponding Organization
• Enter the Payment Date
• Enter the Received From BP
• Select a Payment Method
• Enter the Amount paid
• Click on the button "Add payment details"
• Once in the "Add Payment" window, end-user can select either "Invoices" or "Order and Invoices" transaction type.

Openbravo will show sales transactions to be paid sorted first by "Payment Priority" (first sort) and then by due date (second short), as shown below:

A transaction with no color means it has no a payment priority linked to its corresponding payment plan.

Add Payment from Invoice

End-user needs to enter a Payment received In from the Business Partner (Customer) for the Sales Invoice 100035. This invoice has the closest due date but the lowest payment priority.

For getting that done, end-user must follow below steps:

• Navigate to the application path: "Sales Management // Transactions // Sales Invoice - Header"
• Search the sales invoice 100035
• Press the button "Add Payment"

Once there Openbravo will show us "Add Payment" distribution grid by showning the invoice which is being paid at the top, and then the rest by having into account payment priority (first sort) and due date (second short), as shown below:

It is always possible to unmarked the selected invoice (in our example the invoice 100035), and select the one with highest priority, which for sure will come next (in our example 100033).

Add Payment from Financial Account

The end-user needs to enter a Payment received In from the Business Partner (Customer), from the corresponding "Financial Account"

For doing that he/she needs to navigate to the application path:
"Financial Management // Receivables & Payables // Transactions // Financial Account - Account"
and follow the steps described below:

• Search the "Financial Account" to be used
• Go to the Transactions tab
• Click on the "Add Transactions" button
  • Once there select the "Transaction Type" = Payment
  • Select the "Document" = Received In
  • Enter a "Transaction Date"
• Press "Add Payment" process button. Once in the "Add Payment" window:
  • Enter the "Received From" BP
  • Select the "Payment Method"
  • Enter the "Actual Payment"
  • Enter a "Payment Date"
  • Select either "Invoices" or "Order and Invoices"

Openbravo will show sales transactions to be paid sorted first by "Payment Priority" (first sort) and then by due date (second short), as shown below:

A transaction with no color means it has no a payment priority linked to its corresponding payment plan.