Customer Payment Mixed Payment
Explanation
This activity is used to enter a customer payment.
This payment can be matched with one or more
open customer ledger items, or created as a payment in
advance/payment on account or as a new
(difference) item. You can also create parked payments (i.e. customer
payments not connected to a specific customer) using this activity.
When matching open ledger items, the
open items can be fully or partially matched. Differences between payment and
matched amounts can be handled as cash discount, deduction, write-off, interest,
fine, tax withheld or as new unsettled item.
You can also match open items of
companies which are posted in another company apart from the cash receiving company.
The cash receiving company is always the company
for which you enter the mixed payment. New unsettled items can be created for
another company .However, parked payments can be entered only for the
cash receiving company.
For unmatched payment transactions
(new difference items, payments on account/in advance or parked payments) preposting for all code parts except
for the account can be entered.
Prerequisites
In order to perform this activity:
- A mixed payment with
the NotApproved status should exist.
- For all types of customer payment via mixed
payment except parked payments, a customer should be registered in the
system.
- If you want to match the customer payment with one
or more invoices, those invoices should exist in the system with either
PostedAuth or PartlyPaidPosted status.
- If you want to add deductions to a customer payment a deduction group should be connected to the relevant
customer invoice.
- To write-off unmatched parts of
open ledger items, write-off codes with a sufficient write-off limit for the
user must be specified.
- If tolerances (amount and
percentage) should
be automatically considered, tolerances must be specified for the company or
the customer, and a tolerance write-off code must be defined.
- If a discount is suggested
for partial payments, the Suggest Discount for Partial Payment check
box in company/payment tab must be selected.
- To enter a new difference item, a
customer invoice type and a series ID as well as payment terms must be
defined. In a VAT regime a tax code must exist. A difference code is needed
to create a difference notice item.
- If you want to enter a payment
in advance, a tax code of type VAT or Calculated VAT must exist.
- If you want to enter
prepostings, the code part values for the preposting must exist.
- If you want to match open items
of another company or create new unsettled items for another company, your
user ID must be associated to the other company and,
connected to the relevant user data in IFS/Accounting Rules and User Related
Data. All other basic data mentioned must be set up in the other company too
in order to use this option.
System Effects
When the mixed payment is approved,
the following system effects would take place:
- If any invoices are matched with the
customer payment, the status of those invoices will change to PaidPosted or
PartlyPaidPosted depending on whether the invoice amount is fully
matched or not.
- If a payment on account or payment
in advance or a new difference item has been entered, a new open ledger item will
be created for the customer.
- If a new difference item is
entered and the Print Difference Notice check box is selected, a
difference notice item to print a difference notice will be created for the
customer.
- If a preposting has been entered
and the posting types for new difference items (IP21), payments on account
(PP8), payments in advance (PP36) or parked payments (PP10) have AC2
(preposting) as control type, the preposting code string will be used for
posting of the unmatched amount from the customer payment.
- If the customer payment includes
items of another company, the multi-company customer payment and separate
vouchers for each company will be created. The vouchers will also
include inter-company postings for the cash receiving company (PP22) and the
affiliated company (PP23).
Window
Mixed Payment
Related Window Descriptions
Mixed Payment
Mixed Payments Analysis
Mixed Payment Analysis
Procedure
To enter a customer payment and select multiple
invoices to match with the payment:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the customer payment.
- Create a new record in the Transactions
tab.
- Select Enter Customer Payment for the
Payment Transaction Type field.
- If you want to create the payment in a currency
different from that specified for the mixed payment, select the relevant
currency code from List of Values for the Currency field.
- Select a value from the List of Values for the
Payer/Payee Identity field to specify the payer by whom the payment will
be made.
- Enter the payment amount in the Amount
field.
- Save the information.
- Click Sel.Batch in the Matching
Transactions sub tab to open the Select Batch of Invoices
dialog box.
- Search for the
customer invoices you want to match with the customer payment.
- Select the invoices you want to match with the
customer payment and click OK. The invoices you selected will be
automatically displayed in the Matching
Transactions sub tab
- Save the information.
To enter a customer payment and select multiple
invoices of another company to match with the payment:
- Open the
Mixed Payment window and
search for the mixed payment which you want to add the customer payment.
- Create a new record in the
Transactions
tab.
- Select
Enter Customer Payment for the
Payment Transaction Type field.
- Select a value from the List of Values for the
Payer/Payee Identity field to specify the payer by whom the payment will
be made.
- Enter the payment amount in the
Amount
field.
- Save the information.
- Click
Sel.Batch in the
Matching
Transactions sub tab to open the
Select Batch of Invoices
dialog box.
- Select the
Multi-Company check box in order to display invoices
of other companies when you populate the
Select Batch of Invoices
dialog box the next time or when you query for invoices.
- Search for the
customer invoices you want to match with the customer payment. The company
to which the invoices belong is displayed for each invoice in the
Company
field.
- Select the invoices you want to match with the
customer payment and click
OK. The invoices you selected will be
automatically displayed in the
Matching
Transactions sub tab with the company
for which the
individual invoice belongs.
- Save the information.
To enter a customer payment for a specific invoice:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the customer payment.
- Create a new record in the Transactions
tab.
- Select Enter Customer Payment for the
Payment Transaction Type field.
- Enter the series ID and the invoice/prepayment no
of the invoice/prepayment for which you want to make a payment in the
Series ID and Inv/Prepaym No fields. The List of Values can be
used to select the required values.
- Save the information.
To enter a customer payment for a specific invoice
of another company:
- Open the
Mixed Payment window and search for the mixed payment for which you want to add the customer payment.
- Create a new record in the
Transactions
tab.
- Select
Enter Customer Payment for the
Payment Transaction Type
field.
- Enter the company for which you want to match the invoice/prepayment in
the Company field. The List of Values can be used to select the
required value.
- Enter the series ID and the
invoice/prepayment no of the ledger item of the specified company for which you want to make a payment in the
Series ID and
Inv/Prepaym No fields. The List of Values can be
used to select the required values.
- Save the information.
- As an alternative to steps 4-5: If
you have cleared the
Company field, the
List of Values for the Inv/Prepaym No field will display open items
of several other companies. After the open item is selected from the List of
Values, the Company field will automatically display the company of
the open item.
To create a customer payment in advance:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the customer payment.
- Create a new record in the Transactions
tab.
- Select Enter Customer Payment for the
Payment Transaction Type field.
- Select a value from the List of Values for the
Payer/Payee Identity field to specify the payer by whom the payment will
be made.
- Enter the payment amount in the Amount
field.
- Select the Payment in Advance check
box.
- Enter a tax code in the Tax Code field. The
List of Values can be used to select an appropriate tax code.
- If you want to enter a
preposting for the payment in advance, enter the code string for the
preposting in the Code B - J fields. Note: The field names for the code
parts are user-defined.
- Save the information.
To enter a customer payment on account:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the customer payment.
- Create a new record in the Transactions
tab.
- Select Enter Customer Payment for the
Payment Transaction Type field.
- Enter the ID of the customer who is making the payment in the
Payer/Payee Identity field
- Enter the amount in the Amount field.
- If you want to enter a
preposting for the payment on account, enter the code string for the
preposting in the Code B - J fields. Note that the field names for the code
parts are user-defined.
- Save the information. A message will appear to ask
you whether you want to create the payment as a payment on account or
whether you want to match it with invoices. Click OK to create a
payment on account.
To enter a customer payment on account
for another company:
- Open the
Mixed Payment window and
search for the mixed payment to which you want to add the customer payment.
- Create a new record in the
Transactions
tab.
- Select
Enter Customer Payment for the
Payment Transaction Type
field.
- Enter in the
Company
field the ID of the company for which a new payment on account shall be
created.
- Enter in the
Payer/Payee Identity
field the ID of the customer who is
making the payment.
- Enter the amount in the
Amount field.
- If you want to enter a
preposting for the payment on account, enter the code string for the
preposting in the Code B - J fields. Note that the
Code B - J fields refer
to the company for which the new unsettled item will be created.
- Save the information. When approving the mixed payment, a message will appear to ask
you whether you want to create the payment as a payment on account or
whether you want to match it with invoices.
- Click
OK to create a
payment on account.
To enter a new difference item for a remaining amount:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the customer payment.
- Create a new record in the
Transactions
tab.
- Select
Enter Customer Payment for the
Payment Transaction Type
field.
- Enter the ID of the customer who is making the payment in the
Payer/Payee Identity field.
- Enter the amount in the
Amount field.
- Save the information.
- Click
Sel.Batch in the
Matching
Transactions tab to open the
Select Batch of Invoices
dialog box.
- Search for the
customer invoices you want to match with the customer payment.
- Select the invoices you want to match with the
customer payment and click
OK. The invoices you selected will be
automatically displayed in the Matching
Transactions tab. The difference
between the amount from the lump sum transaction and the total of the
amounts of the matching transactions will be shown in the
Remaining Amountt
field.
- To enter a new difference item
for the remaining amount, create a new record in the Matching
Transactions tab and select the
New Item check box.
- Modify the suggested values in
the New Item Invoice Type, Series ID, Identity,
Payer Identity, Pay Term Base Date, Payment Terms and
Tax Code fields if required.
- Enter an item ID in the
Inv/Prepaym No field if the series ID for the new item requires manual
numbering.
- Enter the amount for the new
difference item in the Pay Amount in Pay Curr or in the Pay Amount
in Acc Curr fields.
- If the customer is a one-time
customer, select an existing address ID from the list for the Invoice Address ID
field.
- Enter a code in the
Difference Code field or, select a difference code from the List of Values if you want
to classify the difference item.
- If you want to generate a difference notice
item to print a difference notice, select the Print Difference Notice
check box.
- If you want to enter a
preposting for the new difference item, enter the code string for the
preposting in the code B - J fields. Note: The field names for the code
parts are user-defined.
- If you want to enter notes for the new item, in the Text field, enter the note or double-click on
the Notes check box and enter a note in the Notes dialog box.
- Save the information.
To enter a new item for a whole
lump-sum:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the customer payment
transaction.
- Create a new record in the
Transactions
tab.
- Select
Enter Customer Payment for the
Payment Transaction Type
field.
- Select the New Item check
box.
- Enter the ID of the customer who is making the payment
or whose debit note is returned, in the
Payer/Payee Identity
field.
- Enter an item ID in the
Inv/Prepaym No field, if the series ID for the new item requires manual
numbering.
- Enter the amount in the
Amount field.
- If you want to enter a
preposting for the new item, enter the code string for the preposting in the
Code B - J fields. Note: The field names for the code parts are
user-defined.
- If you want to have notes for
the new item, enter the notes in the Text field.
- Save the information. A new record
will automatically be created in the Matching Transactions tab.
- Modify the suggested values in
the Pay Term Base Date, Payment Terms and Tax Code
fields if required.
- If the customer is a one-time
customer, select an existing address ID from the list for the Invoice Address ID
field.
- Enter a code in the
Difference Code field or select it from the List of values if you want
to classify the difference item.
- If you want to generate a difference notice
item to print a difference notice, select the Print Difference Notice
check box.
- Save the information.
To create a customer parked payment:
- Select the relevant Enter Customer Payment transaction
in the
Transactions tab in the
Mixed Payment window.
- Specify parked payment amount in the Amount field.
- If you want to enter a
preposting for the parked payment, enter the code string for the preposting
in the code B - J fields. Note: The field names for the code parts are
user-defined.
- Save the information.