The Payment Dialog provides a convenient way to complete a payment from a sales order or invoice.
The Payment Rule button is only accessible on order or invoice documents.
The document must have the column C_BPartner_ID and the value in this field must be non null.
The Payment Rule dialog will not open if the document status is Closed, Voided or Reversed.
If the document status is Completed or Waiting Payment, a Payment can be generated. Otherwise, only the Payment Rule can be changed.
Only the Payment Rule can be changed on Purchase Order documents. (Documents with Completed or Waiting Payment status, non-sales transaction type where there the field M_Warehouse_ID in non-null).
The document must have the field GrandTotal with a non-zero value.
Setting the Payment Rule
The Payment Dialog appears as a button displaying the icon and labeled with the currently selected method of payment.
Clicking the button will open the Payment Dialog. If the source document is not Completed or Waiting Payment and not yet able or ready to accept payment, the Payment Dialog will appear as a combo box listing various payment methods.
The Payment Methods in the combo box are drawn from a Reference List in the database called "_Payment Rule" (AD_Reference_ID 195) which has the following values:
- Credit Card
- Direct Deposit (appears on purchase orders/vendor invoices)
- On Credit
- Direct Debit (appears on sales orders/customer invoices)
Selecting one of these Payment Methods will set the Payment Rule to that value.
Below the combo box, there are two buttons:
Making a Payment
If the source document status is Completed or Waiting Payment, the Payment Rule button can be used to complete the payment. The dialog gets much more involved and has a number of different forms depending on the Payment Rule selected.
The Payment Rule button can be clicked multiple times. Existing cash payments will be reversed and replaced with a new payment. Other types of payments will be left untouched and will need to be allocated.
The Cash Payment window is shown below.
Accepting cash is fraught with problems which need to be fixed. The accounting consequences of the transaction are not clear and may leave unbalanced accounts in the system. Use with caution.
The Cash Payment requires
- a bank account where the money will be eventually deposited
- the accounting date of the payment which may be different than the invoice/order
- the payment amount
The created payment has no accounting consequences and appears as a line entry in the cash journal. The accounting consequences are made when the Cash Journal is completed.
Ensure that the Cash Journal accounting makes the necessary balancing entries for the AR/AP accounts used by the invoice - this isn't easy if you have complex AR/AP structures and may require GL Journal entries to balance the books.
If Check is selected in the Payment Rule combo, the Payment Dialog will appear as shown below.
The Check Payment fields require the following
- Amount - this should be the Grand Total from the associated invoice.
- Routing Number - a non-null value. Use the actual routing number if performing on-line payments.
- Account Number - a non-null value. Use the actual account number if performing on-line payments.
- Check Number - The check number.
The button "Online" is not active for Checks. A future upgrade may activate it for electronic check processing.
If Credit Card is selected in the Payment Rule combo, the Payment Dialog will appear as shown below.
Select the appropriate credit card from the combo box and fill in the other text fields. The software will attempt to find the payment processor and associated bank account that matches the credit card type.
Clicking the "Online" button will attempt to process the credit card information online through the associated payment processor.
The Credit Card fields require the following
- the expiry date.
Direct Debit / Deposit
If Direct Debit / Deposit is selected in the Payment Rule combo, the Payment Dialog will appear as shown below. The term debit / deposit will be used with sales orders / purchase orders respectively.
A bank account for the debit/deposit is required.
The on-line button does nothing.
The mixed payment method is not implemented. The idea is to accept multiple payments until the invoice is paid, allowing a customer to partially pay with a mix of tender types.
The On Credit payment will only update the payment terms of the invoice. No payment is created.
- Cash Journal Info
- ManPageR OpenItems
- Payment Info
- Paying Suppliers & Collecting Debts
- Sponsored Development: Cash Payments
The software that displays this window can be found in: