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
| Column | Description |
|---|---|
| Date | Date Payment was registered |
| Remarks | Any remarks entered, in case payment created via Import , It will contain date/time and user doing the import |
| Amount | Amount Paid |
| Payment Type | Selected 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
| Type | description |
|---|---|
| OI | Outgoing invoice |
| OC | Outgoing Credit note |
| Coll.I | Collective invoice |
| II | Incoming invoice |
| IC | Incoming 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:
- Detailed report - an excel report of all outstanding invoices of the current active filter, allowing grouping, sorting and further excel modifications
- 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".
For details of our standard CSV/XLS Import format please check here: Payments - Standard Import file
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
| Criteria | options | description |
|---|---|---|
| Account Number | begins with is contains is not | Selection on the Account Number |
| Branch | is | Branch the invoice belongs to |
| Country of invoice partner | is is not Located in region | Country or region the invoice partner is located |
| Due Date | is equal | All invoices where the due data matches the entered criteria are selected in the last number of days |
| Dunning Block | yes no | Allows filtering on partners/invoices where the statement has been disabled |
| Invoice amount | is equal is greater is less is between | All invoices where the invoice amount matches the entered criteria |
| Invoice Date |
| All invoices where the due data matches the entered criteria are selected: in the last/next number of days |
| Invoice/CreditNote in debit column | yes no | selection on the invoice/creditnot in debit column |
| Last payment entry date |
| All invoices where the last payment entry matches the entered criteria are selected: same date in the last/next number of days |
| Legal entity | is | legal entity the invoice belongs to |
| Only dunnable | is is not | selection on the dunning status |
| Outgoing / incoming | is is not | selection on the direction of the invoice. |
| Partner | is is not is part of the group | Selection on the partner name |
| Status | is is not | Selection on the status of an invoice - open or paid |
| Unregistered Payments | yes 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,