Feedback on ManualDoc:TA4A463FA34F946BFA3F687DC8754ED93
"In the image below a snapshot of the Payment Method tab is shown. This is the main tab where the Payment Method is configured. There are several options to configure the default workflow of each Payment Method, these options are be explained below.
Note: These options are the defaults for this Payment Method. Each Financial Account also allows workflow options to be defined as shown in the Financial account – Payment method tab. Any variation in workflow associated with a Financial Account takes precedent over the default workflow".
I'd reprase above sentences as:
The image below shows the Payment Method window. That is the window where payment methods are configured.
However payment methods are assigned to financial accounts therefore a different configuration of a given payment method can also be defined in the payment method tab of the financial account window.
(Please copy here an image of the Payment Method tab of the Financial account, as this is the key window not the payment method window, keep reading to understand why).
As a consequence of that the same method of payment can have different configuration "versions" depending on the financial account it has been assigned to.
It is very important to remark that:
- the configuration of a payment method created in a financial account overwrites the "generic" configuration of that payment method while managing payments associated to that payment method in that financial account.
- even more, the payment methods which can be use:
- while issuing a sales invoice for instance
- or while assigning a by default payment method to a vendor
- are the ones which are already assigned to a financial account.
- In other words, it is not possible to use a payment method if it is not assigned to a financial account.
Finally, if it is required to review the payment method assigned to a business partner, the steps to follow for doing that are:
- navigate to the financial account assigned to that business partner if any
- and then to the payment method tab of the financial account.
--Psanjuan 12:47, 22 August 2012 (UTC)
Here in this section I would add below text:
Payment Method configuration includes below features.
- if it is going to be used for receving payments and/or making payments
- if it implies a manual execution, for instance "Cash" or an automatic execution, for instance "Check"
- if it is going to automatically create the registration of the transfer of money before the transaction is confirmed on our bank account or cashbook.
- that is a "Receipt" in case of receiving a payment
- that is a "Payment" in case of making a payment
- if it is going to automatically add the transaction in the financial account related to the movement of the money in or out of our bank account or cashbook.
- that is a "Deposit" in case of receiving a payment
- that is a "Withdrawn" in case of making a payment
- if it allows to receive or make payments in other currencies than the financial account currency
- and finally how the payment is going to be accounted. To learn more visit the section Accounting Payment Workflow.
--Psanjuan 09:37, 23 August 2012 (UTC) We do not use expressions such as:
"Let’s go to explain each field in the above payment method window."
Payment Methods can be configured as explained below in detail:
--Psanjuan 12:51, 22 August 2012 (UTC)
Payment Method configuration
PAYMENT IN CONFIGURATION section already reviewed and changed.
Please do the same for PAYMENT OUT CONFIGURATION. Please run Openbravo examples while explaining so you are 100% sure of what each of those fields mean and imply.
--Psanjuan 15:28, 22 August 2012 (UTC)
"Execution Process" section describes more or less once more what it has already been described in PAYMENT IN CONFIGURATION and PAYMENT OUT CONFIGURATION sections.
I would remove this section.
--Psanjuan 07:39, 23 August 2012 (UTC)
What I would do in the Payment Status section is to describe to include and image which grafically shows the relation between payment cycle and payment status. Can you please add that?
I would start that part by saying:
"In the following explanation and diagram below, the relation between the different Payment Statuses and Payment Cycle stages are explained:"
We need to relate concepts as described below for Payment In example:
Payment In stages are:
- The "Receipt" of the transfer of money in before the transaction is confirmed on our bank account.
- The payment status here changes to "Payment Received"
- The "Deposit" of the payment transaction in the financial account
- The payment status here changes to "Deposited Not Cleared"
- The "Reconciliation" of the payment transaction after receiving the bank statement or the cash balance.
- The payment status here changes to "Payment Cleared"
Payment Out stages are:
- The "Payment" of the transfer of money out before the transaction is confirmed on our bank account.
- The payment status here changes to "Payment Made"
- The "Withdrawal" of the payment transaction in the financial account
- The payment status here changes to "Withdrawal Not Cleared"
- The "Reconciliation" of the payment transaction after receiving the bank statement or the cash balance.
- The payment status here changes to "Payment Cleared"
--Psanjuan 10:09, 23 August 2012 (UTC)
Receipt/Payment and Deposit/Withdrawn
I would remove this section as its content is already explained.
--Psanjuan 10:12, 23 August 2012 (UTC)
The sentece: The clearing of the payment is always done manually: the matching........ This process is called renconciliation.
I would remove above sentece as that should not be explained there but in Reconciliations tab. I will review how reconciliations is explained and let you know my feedback.
--Psanjuan 10:26, 23 August 2012 (UTC)
The section which says:
"This is an overview of the differente configurations for both payment in and payment out:
I would move those images to the end of the section Payment Method, by saying that:
"One of the key features allowed by payment method configuration is to get that two of the three payment cycle stages can be automated:"
The valid images are:
Payment In/Out: Manual actions to be executed if Automatic Receipt/Automatic Payment and Atuomatic Deposit/Automatic Withdrawal are selected.
Plese review the literals.
The images related to when are NOT selected and not 100% valids as it is not necessary to manually add the payment and to manually add the transaction in the financial account if the user selects the action "Process Made Payment(s) and Withdrawal" from the Payment Out window, for instance.
--Psanjuan 10:30, 23 August 2012 (UTC)
I would keep this section and rename it as "Accounting Payment Workflow". Done.
--Psanjuan 12:50, 23 August 2012 (UTC)
What I would say here is that:
Openbravo allows a flexible payment accounting process. That means that a payment associated to a given payment method can be posted or not in any of its Payment Cycle stages.
I would say something like (example based on Payment In):
As already described a payment received from a customer goes through below stages:
- step 1 - the "Receipt" of the payment in the Sales Invoice or in the Payment In window.
- step 2 - the "Deposit" of the Receipt in the Financial Account
- step 3 - and finally the Reconciliation of the Deposit once the bank statement has been received.
here I would copy your image.
For each step, it is possible to specify the default account for the receivables and payables cycles independently.
Each financial account involved in an accounting schema needs to have at least one default account for both the receivables and payables cycle at either step 1, step 2 or step 3.
Both on the payables and receivables side, the first step containing an account represents the moment in which the supplier liability or customer receivables are cancelled.
For instance, if the Receive Payment Account is empty and you specify a Deposit Account, the customer receivables is cancelled at the moment of the deposit, not at the time of recording of the payment.
Any subsequent step having an account would offset the account in the previous step with the account in that step to represent the diminishing of the risk.
In other words, each of the stages can be posted in the windows/tabs where those ones are created if there is a value defined in the "Upon...Use" fields.
- if for a payment method the value "In Transit Payment Account" is selected in the field "Upon Receipt Use" that means that:
- if for a payment method the value "Deposited Payment Account" is selected in the field "Upon Deposit Use" that means that:
- if for a payment method the value "Cleared Payment Account" is selected in the field "Upon Clearing use"
- that means that the reconciliation of the deposit can be posted in the Reconciliation tab of the financial account window by using the process button "Post".
- the deposit of the payment is going to be cancelled by the "Cleared Payment Account" defined in the accounting configuration tab of the financial account window.
It is important to remark that if any account is left empty that would imply that the process button "Post" is shwon as "Post:Disable for accounting" in the corresponding window.
--Psanjuan 13:11, 23 August 2012 (UTC)
Overall my feedback here is that the explanations are very long, please make sentence/explanations shorter.
Please use example 4 as a template for Examples 1, 2 and 3.
In this example I would use a Payment Method which is not allowed for Payment In, because the screen you show do not have any account in the "Upon..Use" fields for Payment In and that is not a good configuration. Please remove that image or change the setup of Payment Method "CheckFA1".
The tittle of this example could be:
Example 1 - Payment by Check
I think the objetive of this example can be:
The objective of this example is to show how to pay a purchase invoice by using a Check Payment Method. In this example all the stages are manual but the Payment creation and the Check Number registration.
(I think it is much more interesting to show it this way:
- Payment Out Allowed = Yes
- Automatic Payment = Yes (therefore end user can see in the Payment Out window that the payment has been created once the purchase invoice has been booked)
- Execution Type = Automatic
- Execution Process = Print Check simple process (therefore the end user can enter the check number while processing the Payment). The action should be Process Made Payment(s), therefore the payment is not withdrawn from the Financial Account.
- Deferred = Yes (so you can show that after processing the payment it changes to awaiting execution and a new button is then show in the Payment Out window, named "Execute Payment". If the user execute the payment the check number can be entered.
The accounting proposed is fine, we should explain that after processing the payment in the payment out window, a Post button is shown therefore the payment is post in a "temporary" account.
Once the bank statement is received, the payment can be manually withdrawn in the financial account, post in a "final" ledger account and at the end of the month reconciled.
I would remove the section "here is the situation..." and just keep the
Steps to follow:
- create the purchase invoice
- register the check number after processing the payment created
- post the payment
- add the withdrawal transaction in the Financial Account and get it posted
- import the bank statement and reconcile the withdrawal.
I would continue by saying: To get this example working the "Check" Payment Method assigned to the Financial Account used needs to be configured as shown in the image below, and the vendor needs to have a financial account and a payment method defined.
Finally, the financial account has the standard matching algorith setup.
Then follow by saying:
Let's review how to execute each of the steps listed above: (and briefly explain each of the steps listed, do not put numbers but the name of the step as in the list above.)
- Create the purchase invoice - here the payment report will not show the payment status as Awaiting Payment, please verify.
I would remove the note because it make no sense to complete an invoice and just after that enter a check number. It makes more sense to me to explain that once the payment is created and processed the check number is entered because this payment method has an execution process configured.
- register the check number fter processing the payment created
In your example: I think that if you complete and process the payment at that time you will be requested to enter the Check Number, unless you configure this payment method as Deferred.
If you set it as deferred you will just process the payment therefore the payment report will show the status "Awaiting Execution". Then the end-user needs to go to the payment out and execute the payment by using the "Execute Payment" button. Then the Check Number is entered.
Remove the Note as it is not 100% accurate, you are not taking into account the field "Deferred".
Remove the sentece starting by: For Sales Invoices the Execution Type will always be set to Manual...it is confusing at this point.
The steps 3, is not coherent with the setup. This only happens if the field "Deferred" is Active. Please remove it.
Do not mention anything related to Sales, that is confusing and we have already described the payment status for both payment in and payment out.
Please do not keep adding notes above different setup but just explain clearly the example, otherwise it is very confusing. Remove the note about "Automatic Withdrawn".
In the step 4, explain that you see that in the report after the Withdrawal has been created in the Financial Account window by using the button "Add Transsaction".
it is not required to change the view to form view to see the button Post.
In step 5 I do not undestand this sentence: After the reconciliation process, selecting your payment in the Financial Account transactions tab, the Status is Payment Cleared. Please explain it better.
--Psanjuan 14:54, 23 August 2012 (UTC)
I do not think this example is valid because it is not very common that a customer pays something for which the company has not even issued an invoice.
Besides payment method setup implies that when the sales invoice is issued and booked in the system that is automatically receipt and deposited in the bank.
Please put another example here.
Example 2: Wire Transfer
The objective of this example is to show how to register a customer payment by using a "Wire Transfer" payment method. In this example all the stages are manual but Deposit creation in the financial account.
- issue the sales invoice
- be informed by the customer that the wire transfer has been executed
- (once the bank statement has been received and once checked that the wire transfer is in there) creation of the customer payment (Receipt) in the Payment In window or in the Sales Invoice
- Process the receipt (the only action allowed will be: Process Received Payment(s) and Deposit, this action automatically creates the deposit transaction in the Financial Account)
- Import of the bank statement, Reconciliation and Post
Wire Transfer setup:
- Payment In Allowed = Yes
- Automatic Recipt = No
- Automatic Deposit = Yes
- Execution Type = Manual
- Accounting = Upon Reconciliation Use
--Psanjuan 11:36, 24 August 2012 (UTC)
In this example you describe in point 1 that "enter several POS..." and then "Due to the Automatic Receipt checkbox is selected.....the payments were also created for all the invoices; but you have not explain that you also need to create the invoices.
You could use and briefly explain the process "Create Invoices from Orders".
--Psanjuan 14:19 August 2012 (UTC)
Once the invoices are booked the receipt and the deposit are created.
Do not focus mainly in describing the status of the payments, that is important of course but you need to focus on clearly describe the steps one by one.
--Psanjuan 14:22, 24 August 2012 (UTC)
Please explain better the reconciliation process between the cash counted and the not cleared transactions of that day. Highligh that regardless you are managing cash the financial account you are using is of a "Bank" type, otherwise could be confusing.
--Psanjuan 14:30, 24 August 2012 (UTC)
I like this example. Some remarks:
I have rephrased some setence for a better understanding.
In the step 3, it is required to explain that the payment is posted at this stage. Done.
In the step 3, it is required to explain that the action selected while processing the payment out is to automatically make the withdrawal so the transaction is created in the financial account. Done.
--Psanjuan 11:45, 24 August 2012 (UTC)
Please take this very last example as a template to use for the other ones.
--Psanjuan 14:07, 24 August 2012 (UTC)