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Introduction

In the payments application, which is a separate module named Payments(Invoices), an overview is given over open (unpaid) outgoing / incoming invoices. When activated every printed accounts receivable and every finished accounts payable appears in the payments application. 

This function allows the registration of payments, either manual or via an import and generate account statements or dunning for debtors which can be send directly via email to the predefined contacts of the applicable debtor. 


Description


Settings

Under settings the payment module is activated and set-up, details of the settings can be found on the linked page, but will be maintained by RSI Support Staff.

Edit

Under edit a selected invoice can be opened and the payment details can be reviewed, if the actual payments are not imported by interface but maintained manually, payments can be entered here.

Invoice Partner

Address details as printed on the actual invoice 

Invoice Amount

The original full invoice amount in the currency of the invoice 

Open Amount 

The open amount of the invoice 

Dunning block

If this option is set to active, this invoice will not be listed in the statements 

Remarks

Any remarks regarding the payment of this invoice can registered. 

Entries

Under entries, previously registered payments are displayed

ColumnDescription
DateDate Payment was registered
Remarks

Any remarks entered, in case payment created via Import , It will contain date/time and user doing the import

AmountAmount Paid
Payment TypeSelected payment type, will remain as unknown when payments are imported.


Payment

Payment details on an invoice can be registered here. Either via the button 'Payment' on the overview screen (for the full amount only) or - when in edit-mode - with the buttons 'New debit' or 'New Credit'.
This is only available when the setup is for manual payments. 

Payment type

Method of how the payment is done

  • Transfer
  • Cash
  • Cheque
  • Direct debit
  • Credit card
  • Debit Card
  • Unknown
  • Correction

Payment date

Date of the payment 

Remarks

Any remarks regarding the payment. 

Payment  Amount

The amount which is being paid on the invoice, if less than the full amount, the balance will reflect a corrected amount. 

New Statement

Under New, a statement or dunning can be generated for the debtor of a selected outgoing invoice.


  



  

In the New Statement dialog all applicable invoices, which will be shown on the statement are displayed and the details as set-up in the master data Debtor

Voucher type

Type of invoice displayed 
 

Typedescription
OIOutgoing invoice
OCOutgoing Credit note
Coll.ICollective invoice
IIIncoming invoice
ICIncoming credit note

 

Invoice number

The assigned invoice number of the reminded invoice.

Print date

The print date of the reminded invoice.

Due date

The due date of the reminded invoice, calculated on basis of the selected payment terms.

Invoice Amount 

The total invoice amount in the actual invoice currency of the reminded invoice.

Open Amount

The total unpaid invoice amount in the actual invoice currency of the reminded invoice.

Overdue

Indication whether the reminded (outgoing!) invoice (not credit note!) is already past the due date or not. 

Include

Radio setting whether the statement should include ALL invoices or only the invoices which are OVERDUE. Via this setting the statement type is determined:

  • if all open invoices are included, the statement type is STATEMENT
  • if only overdues are included, the statemen type is DUNNING

Incoming Invoice included

Indication whether any incoming invoice should be included in the statement. 

E-mail to

The to-addressee of the account statement e-mail, as set-up in the master data.

E-mail cc

The cc-addressee of the account statement e-mail, as set-up in the master data.

Edit master data

This action link will directly open the master data partner to add or edit the master data details. 

Statement e-mail sample

Export

With the export option it is possible to create 2 different reports:

  1. Detailed report - an excel report of all outstanding invoices of the current active filter, allowing grouping, sorting and further excel modifications
  2. Aging report - an excel report specifying amounts not overdue and amounts overdue per: 1-30 days/31-60 days/61-90 days/91+ days period

Import

In the import function the payment details are imported from an interface file, The import functions will be activated when the accounting software can deliver a predefined format.
The status and result of an import run, can be seen in the function "Import payments protocol" 

Refresh

Rebuilds the screen to the latest information. 

Show Closed

Include paid invoices where the balance is 0/zero and which are no longer outstanding. 

Show canceled

Include canceled invoices in the overview. They are displayed striked through in the overview. In the invoice number column you see the cancellation number and the original invoice number in brackets.

Filter

The Filter option in payments allow the set-up of filters with the following criteria 

Criteriaoptionsdescription
Account Numberbegins with
is
contains
is not
Selection on the Account Number
BranchisBranch the invoice belongs to
Country of invoice partneris
is not
Located in region
Country or region the invoice partner is located
Due Date

is equal
is greater
is less

in the last
x days
x weeks
x Months 

All invoices where the due data matches the entered criteria are selected
same date
After entered date
Before entered date
In between the  first and the second date

in the last number of days
in the last number of weeks
in the last number of months  

Dunning Blockyes
no
Allows filtering on partners/invoices where the statement has been disabled
Invoice amountis equal
is greater
is less
is between

All invoices where the invoice amount matches the entered criteria 
Exact amount
Higher then entered amount
Lower then entered amoun
In between the lowest and the highest amount

Invoice Date


is equal

is greater
is less
is between

in the last .. 
in the next .. 
x days
x weeks
x Months

Is in the current month
Is in the last month

All invoices where the due data matches the entered criteria are selected:
same date
After entered date
Before entered date
In between the  first and the second date

in the last/next number of days
in the last/next number of weeks
in the last/next number of months 



Is in the current month
Is in the last month

Invoice/CreditNote in debit columnyes
no
selection on the invoice/creditnot in debit column
Last payment entry date


is equal

is greater
is less
is between

in the last .. 
in the next .. 
x days
x weeks
x Months

Is before today
Is older than

All invoices where the last payment entry matches the entered criteria are selected:

same date
After entered date
Before entered date
In between the  first and the second date

in the last/next number of days
in the last/next number of weeks
in the last/next number of months 



Is before today
After entered date

Legal entityislegal entity the invoice belongs to
Only dunnableis 
is not
selection on the dunning status
Outgoing / incomingis
is not 
selection on the direction of the invoice.
Partneris
is not
is part of the group
Selection on the partner name
Statusis
is not
Selection on the status of an invoice - open or paid
Unregistered Paymentsyes
no
Selection on unregistered payments

Voucher Account statistic

A summary of amounts in the active filters per 
Due since: 0-30 days Due date is less then 30 days before today or not yet past.
Due since:  30-60 days Due date is between 30 and 60 days before today.
Due since:  60-90 days Due date is between 60 and 90 days before today. 
Due since:  90+ days Due date is longer than 90 days before today,






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