Talk:How to Manage Prepaid Invoices in Receivables

Contents 1 Overall feedback 2 Objective 3 Recommended articles 4 Execution Steps 5 Issue of the Sales Order 6 Prepayment creation 7 Prepaid invoice management 8 Result

Overall feedback

• use short and clear setences, that helps to better understand.
• please use a formal tone, avoid the use of "You should...." make it impersonal.
• do not use Openbravo application images unless what it is going to be shown is very relevant. All these images need to be customized and we want to avoid putting a lot of effort on maintaining customized images all along documentation.
  
• to me this article makes more sense if it split in two (How to manage prepaid invoices in receivables and How to manage prepaid invoices in payables) as the workflow in very similar but it is not exactly the same.

The structure of this article has been changed according to the How To template. --Psanjuan 12:55, 2 July 2012 (UTC)

Objective

According to the How to template this section needs to be focused just in the business process or scenario.

I'd rephrased as:
"There are companies which do not wish to extend credit to specific customers. It could be a matter of trust at the begining of a commercial relationship or it could be a matter of a temporary lack of financial capacity. In this situations a particular payment term is agreed upon the parties which implies a payment against the sales order, otherwise the goods will not be delivered to the customer. The parties could agree a total prepayment or a partial prepayment"

Please also highlight as you did that:

• The sales invoice created from the prepaid sales order will inherit the payment information whatever it is and whether it is a total prepayment or a partial prepayment.

--Psanjuan 13:15, 2 July 2012 (UTC)

Recommended articles

I would add articles about how to setup a Payment Term, how to create a Sales Order, how to create a Sales Invoice and how to register a Customer Payment.

Please put all of the above within a context.

--Psanjuan 13:30, 2 July 2012 (UTC)

I've added this because I think it make sense:

It is recommended as well to understand how to launch the Payment Report.

--Psanjuan 13:02, 10 July 2012 (UTC)

Execution Steps

As always start this section by saying: "In Openbravo, the company in this example needs to (list here very briefly the steps to follow and why, steps that will be explained in deep later)".

Please state here at the very begining that you are going to explain a "partial" prepayment, this mainly implies that the invoice is not going to be fully paid until a new customer payment is registered againts what is pending to be paid of the invoice. --Psanjuan 13:35, 2 July 2012 (UTC)

You did not change this as I requested in above paragraph, therefore I've reprashed it as:

In Openbravo, the company in this example will have to agree a specific payment term with its customer, create a sales order for the goods requested and then register a partial payment of the order before issuing later on the corresponding sales invoice. Please not that there is no need to put links here.

--Psanjuan 10:28, 10 July 2012 (UTC)

Issue of the Sales Order

I'd start by saying: As already mentioned the first step is to create a sales order according to the customer needs. In this scenario the parties have agreed a specific payment term which can be filled in the corresponding field of the sales order header". (copy and paste a sales order with a prepayment payment term. This payment term can help us to explain remaining sections also based on an example. That "prepayment" payment term could be "50%Prepayment" Good choice for the payment method to be "Wire Transfer".)

You did not change this as the screen you are showing has a 30 days payment Term. Please change that or remove the screen.

We should explain how to create this payment term, I have added a new section. Please fill it. Payment term setup could be as shown below (let me know you opinion. If you create an order with this type of payment term, the corresponding payment plan will not show 2 lines but just one, please explain that as well. That is the difference between a payment plan created in an order and a payment plan created in an invoice:

--Psanjuan 11:37, 10 July 2012 (UTC)

Besides...well done as you just remarked the key fields to take into account. I mean the field "Invoice Terms" which needs to be "Inmediate".

Please rephrase what is coming next as: "otherwise it would not be possible to prepay that order. In Openbravo that means that the order will not be shown as a suitable order to be paid in the payment in window where customer payments are registered.--Psanjuan 13:44, 2 July 2012 (UTC)

Repharse little bit as:

"Once every required data is filled in as appropiate, the sales order needs to be completed. Every time an order is completed a Payment Plan is created for that Order. A payment plan contains payment amounts expected for the order and its fulfillment. In other words, it is not possible to record payments against orders which are not completed and therefore do not have already a payment plan." --Psanjuan 14:08, 2 July 2012 (UTC)

Finally, summarize by saying that a sales order has been issued for the customer X and for a total amount of Y =1.726,40 USD, therefore and as agreed between the parties a 50% of Y must be paid prior to the delivery of the goods.--Psanjuan 14:20, 2 July 2012 (UTC)

You did not change this, please summarize once you've copied/pasted the right screen with the right "payment term".

Please notice that sales orders are not longer completed but booked.

--Psanjuan 10:38, 10 July 2012 (UTC)

Prepayment creation

I'd start by saying that "The payments received from the customer are registered in the payment in window. Openbravo allows to register customer payments received againts sales orders and/or invoices."

Please remove all what does not make sense as it has been already explained. I've removed all of this:
Payments are registered in Financial Management || Receivables & Payables || Transactions || Payment In on Receivables.
As this is a Sales example, Payment In will be shown.
The first step is going to Financial Management || Receivables & Payables || Transactions || Payment In and fill in the Header

Just put something like: The main fields to fill in the header section of the payment in window are:

--Psanjuan 11:47, 10 July 2012 (UTC)

I would rephrase as:

• the Business Partner from who the company is receiving the payment
• the amount paid (in our case 50% of Y). Please put the correct amount here!!! --Psanjuan 09:50, 10 July 2012 (UTC)
• the financial bank account where the money is going to be be deposited to

Please rephrase as:

"Then, it is possible to register customer payment details by using the process button named "Add Details". It is required to specify the "transaction type" to wich the payment is related to, that could be orders and/or invoices. In this example ......"

Please remove what it has already been explained. I have removed this:Please note that “Transaction Type” should be “Orders” or “Orders and Invoices” otherwise the Orders won’t be appearing in the results grid. --Psanjuan 11:50, 10 July 2012 (UTC)

I'd remark that the flag "Show payments in for alternative payment methods" allows to show order and/or invoices suitable to be paid by a given customer regardless its payment method.

--Psanjuan 16:02, 2 July 2012 (UTC)

I think it is not required to create a new section but just to highlight that:

• the payment created is linked to the order, therefore it can be visualize from the sales order. (copy/paste an image)

You did not changed this so I've done it myself.--Psanjuan 11:57, 10 July 2012 (UTC)

Prepaid invoice management

I'd remove this sentence: "It will be shown how to review and manage Payments in Invoices when they have been paid In Advance." and start this section as:

There are several ways to create a sales invoice from an order, one of those is Create Invoices from Orders

I'd rephrase What's coming next as:

Create invoices from orders process allows to enter data such as the business partner and a given data range to narrow down the orders to be invoiced.

Once a Sales Order is selected the process button automatically generates the corresponding invoice. The invoice created will inherit the payment plan created for the order. In this example the invoice payment plan will already reflect the amount already paid, which is.... The invoice payment plan will also reflect the outstanding amount to be paid, which is.....

--Psanjuan 16:44, 2 July 2012 (UTC)

Please remove what it does not make sense anymore. I've removed this: In this window, it’s recommended to fill in the Business Partner in order to find the Sales Order easily.Once the Sales Order is chosen, press Process and the Sales Invoice will be generated automatically. --Psanjuan 12:34, 10 July 2012 (UTC)

Regarding the payment report, I would say that "Payment Report allows to monitor every payment received or made. In this example this report shows in an intuitive way the status of the payment received against the order as "Deposited not Clear" which means that the payment has been deposited in a financial bank account but it is not reconcile yet; and the invoice outstanding amount to be paid as "Awaiting payment".

To end this article, I would say that: In this example, the last step is to fully pay the invoice. For getting that done a new payment of the outstanding amount to be paid needs to be entered in the system same way as before explained but this time related to the "transaction type" invoice. --Psanjuan 16:54, 2 July 2012 (UTC)

I's rephase below sentence:
Once this Payment is processed, the Invoice will be completely paid and it will be shown in thePayment Report as Paid (Deposited not Clear because it’s still not applied the Bank Reconciliation)

as
"Once this new payment is processed the sales invoice changes to fully paid. (Payment Complete field). This time the payment report shows the invoice as fully paid, in Openbravo terms "Deposited not Clear".

--Psanjuan 17:02, 2 July 2012 (UTC)

Once more please remove what it has already been explained.I've already done it. --Psanjuan 13:02, 10 July 2012 (UTC)

A payment in against a sales invoice can be entered:

• either in the Payment IN window, same as we did for the payment of the order
• or from the Sales Invoice window by using the process button "Add Payment".

Please explain that and explain the option you are going to use.

--Psanjuan 08:58, 11 July 2012 (UTC)

Result

Please fill in this section as per the template.

--Psanjuan 17:05, 2 July 2012 (UTC)

I'd rephrased it to notice what it is relevant in this how to.

--Psanjuan 13:08, 10 July 2012 (UTC)