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1 | | -===================================== |
2 | | -The different ways to record payments |
3 | | -===================================== |
| 1 | +================================================ |
| 2 | +What are the different ways to record a payment? |
| 3 | +================================================ |
| 4 | + |
| 5 | +In Odoo, a payment can either be linked directly to an invoice or be a |
| 6 | +stand alone record for use on a later date: |
| 7 | + |
| 8 | +- If a payment is linked to an invoice, it reduces the amount due of |
| 9 | + the invoice. You can have multiple payments linked to the same |
| 10 | + invoice. |
| 11 | + |
| 12 | +- If a payment is not linked to an invoice, the customer has an |
| 13 | + outstanding credit with your company, or your company as an |
| 14 | + outstanding balance with a vendor. You can use this outstanding |
| 15 | + credit/debit to pay future invoices or bills. |
| 16 | + |
| 17 | +Paying an invoice |
| 18 | +================= |
| 19 | + |
| 20 | +If you register a payment on a customer invoice or a vendor bill, the |
| 21 | +payment is automatically reconciled with the invoice reducing the amount |
| 22 | +due. |
| 23 | + |
| 24 | +.. image:: ./media/recording01.png |
| 25 | + :align: center |
| 26 | + |
| 27 | +The green icon near the payment line will display more information about |
| 28 | +the payment. From there you can choose to open the journal entry or |
| 29 | +reconcile the payment. |
| 30 | + |
| 31 | +.. note:: |
| 32 | + |
| 33 | + If you unreconcile a payment, it is still registered in your books but not |
| 34 | + linked to the specific invoice any longer. If you unreconcile a payment in a |
| 35 | + different currency, Odoo will create a journal entry to reverse the Currency |
| 36 | + Exchange Loss/Gain posted at the time of reconciliation. |
| 37 | + |
| 38 | +Payments not tied to an invoice |
| 39 | +=============================== |
| 40 | + |
| 41 | +Registering a payment |
| 42 | +--------------------- |
| 43 | + |
| 44 | +In the Accounting application, you can create a new payment from the |
| 45 | +Sales menu (register a customer payment) or the Purchases menu (pay a |
| 46 | +vendor). If you use these menus, the payment is not linked to an |
| 47 | +invoice, but can easily be reconciled on an invoice later on. |
| 48 | + |
| 49 | +.. image:: ./media/recording02.png |
| 50 | + :align: center |
| 51 | + |
| 52 | +When registering a new payment, you must select a customer or vendor, |
| 53 | +the payment method, and the amount of the payment. The currency of the |
| 54 | +transaction is defined by the payment method. If the payment refers to a |
| 55 | +document (sale order, purchase order or invoice), set the reference of |
| 56 | +this document in the memo field. |
| 57 | + |
| 58 | +Once confirmed, a journal entry will be posted reflecting the |
| 59 | +transaction just made in the accounting application. |
| 60 | + |
| 61 | +Reconciling invoice payments |
| 62 | +---------------------------- |
| 63 | + |
| 64 | +The easiest way of reconciling a payment with an invoice is to do so on |
| 65 | +the invoice directly. |
| 66 | + |
| 67 | +When validating a new invoice, Odoo will warn you that an outstanding |
| 68 | +payment for this customer or vendor is available. In this case, you can |
| 69 | +reconcile this payment to the invoice near the totals at the bottom, |
| 70 | +under "Outstanding Payments". |
| 71 | + |
| 72 | +.. image:: ./media/recording03.png |
| 73 | + :align: center |
| 74 | + |
| 75 | +Reconciling all your outstanding payments and invoices |
| 76 | +------------------------------------------------------ |
| 77 | + |
| 78 | +If you want to reconcile all outstanding payments and invoices at once |
| 79 | +(instead of doing so one by one), you can use the batch reconciliation |
| 80 | +feature within Odoo. |
| 81 | + |
| 82 | +The batch reconciliation feature is available from the dashboard on the |
| 83 | +Customer Invoices card and the Vendor Bills card for reconciling |
| 84 | +Accounts Receivable and Payable, respectively. |
| 85 | + |
| 86 | +.. image:: ./media/recording04.png |
| 87 | + :align: center |
| 88 | + |
| 89 | +The payments matching tool will open all unreconciled customers or |
| 90 | +vendors and will give you the opportunity to process them all one by |
| 91 | +one, doing the matching of all their payments and invoices at once. |
| 92 | + |
| 93 | +.. image:: ./media/recording05.png |
| 94 | + :align: center |
| 95 | + |
| 96 | +During the reconciliation, if the sum of the debits and credits do not |
| 97 | +match, it means there is still a remaining balance that either needs to |
| 98 | +be reconciled at a later date, or needs to be written off directly. |
| 99 | + |
| 100 | +Transferring money from one bank account to another |
| 101 | +=================================================== |
| 102 | + |
| 103 | +Just like making a customer or vendor payment, you transfer cash |
| 104 | +internally between your bank accounts from the dashboard or from the |
| 105 | +menus up top. |
| 106 | + |
| 107 | +.. image:: ./media/recording06.png |
| 108 | + :align: center |
| 109 | + |
| 110 | +This will take you to the same screen you have for receiving and making |
| 111 | +payments. |
| 112 | + |
| 113 | +.. image:: ./media/recording07.png |
| 114 | + :align: center |
| 115 | + |
| 116 | +.. note:: |
| 117 | + |
| 118 | + When making an internal transfer from one bank account to another, select |
| 119 | + the bank you want to apply the transfer from in the dashboard, and in the |
| 120 | + register payments screen, you select the transfer to account. Do not go |
| 121 | + through this process again in the other bank account or else you will end up |
| 122 | + with two journal entries for the same transaction. |
| 123 | + |
| 124 | + |
| 125 | +.. seealso:: |
| 126 | + |
| 127 | + * :doc:`credit_cards` |
| 128 | + * :doc:`paypal` |
| 129 | + * :doc:`cheques` |
| 130 | + * :doc:`followup` |
| 131 | + |
| 132 | +.. rst-class:: text-muted |
| 133 | + |
| 134 | +| Written by Fabien Pinckaers (Odoo) |
| 135 | +| Proofread by Geoffrey Bressan (Odoo) |
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