Payment

caution

This documentation is incomplete.

An AP payment is a document created by a business to record payments made to a supplier. If the payment is received against an open invoice, you can match the supplier invoice. Matching a payment to an invoice reduces supplier open balance.

In inoERP, you can create a payment using the payment screen or the payment button available on the invoice action tab. You can also create a payment by manually entering all the required information such as supplier, currency, amount, date, etc. Payment consists of

• Header
• Line
• Detail

Header

A payment header contains the supplier, business unit, currency-related information.

To view/create/update a payment, navigate to the "payment" search screen from your dashboard/favorite.

Enter the organization/payment details or any other criteria in the search form and click on the search button to view an existing payment.
Click on create a new button to create a new payment; by manually entering all the information, Copy an existing payment to a new payment is always better than manually entering all the data to create a new payment. The application lets you update all the details before confirmation; you can configure which fields are view-only after the confirmation.

If you don't enter organization/supplier details, the system will show you all the payments. If your organization has configured to make any field mandatory for search, then you have to enter those fields to search payments.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

To view the search result in a table format, click on the table icon available on the bottom left corner.

To open a specific payment, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the payment header details such as payment number, quantities, start date, status, etc.

The system will fetch all the data related to the selected payment. Depending on the device size, the payment details are shown either right to the search result screen or on a separate screen.

Scroll left, right, up, down to view all the details. The payment line and details are shown in a separate tab. The default configuration shows fields in various functional groups such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvBuOrg	Bu Org	deferredSelect	ENTITY
10	vvBuOrgCode	Bu Org Code	deferredSelect	ENTITY
20	vvSupplierNumber	Supplier Number	deferredSelect	DATA
30	vvSupplierName	Supplier Name	deferredSelect	ENTITY
40	vvSupplierSiteNumber	Supplier Site Number	deferredSelect	DATA
50	vvSupplierSiteName	Supplier Site Name	deferredSelect	ENTITY
60	vvPaymentTerm	Payment Term	deferredSelect	FINANCE
70	vvPaymentTermDescription	Payment Term Description	InputType.textField	FINANCE
80	vvBillToAddressName	Bill To Address Name	deferredSelect	PLANNING
90	vvBillToAddress	Bill To Address	deferredSelect	PLANNING
100	vvBillToCountry	Bill To Country	deferredSelect	PLANNING
110	vvBillToPostalCode	Bill To Postal Code	deferredSelect	PLANNING
120	vvBillToEmail	Bill To Email	deferredSelect	PLANNING
130	vvBillToPhone	Bill To Phone	deferredSelect	PLANNING
140	vvHeaderAmount	Header Amount	InputType.textField	FINANCE
150	apPaymentHeaderId	Ap Payment Header Id	InputType.number	REFERENCE
160	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
170	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
180	buOrgId	Bu Org Id	deferredSelect	REFERENCE
190	documentType	Document Type	InputType.select	CONTROL
200	paymentType	Payment Type	InputType.select	CONTROL
210	paymentNumber	Payment Number	InputType.textField	DATA
220	docNumber	Doc Number	InputType.textField	DATA
230	apSupplierId	Ap Supplier Id	deferredSelect	REFERENCE
240	apSupplierSiteId	Ap Supplier Site Id	deferredSelect	REFERENCE
250	hrEmployeeId	Hr Employee Id	InputType.number	REFERENCE
260	description	Description	InputType.textField	DEFAULT
270	billToId	Bill To Id	deferredSelect	PLANNING
280	priceListHeaderId	Price List Header Id	InputType.number	REFERENCE
290	prePaymentAmount	Pre Payment Amount	InputType.textField	FINANCE
300	docCurrency	Doc Currency	deferredSelect	FINANCE
310	paymentTermId	Payment Term Id	deferredSelect	REFERENCE
320	paymentTermDate	Payment Term Date	InputType.date	DATE
330	exchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
340	exchangeRate	Exchange Rate	InputType.textField	FINANCE
350	sourceType	Source Type	InputType.select	CONTROL
360	referenceTable	Reference Table	InputType.textField	REFERENCE
370	orderReferenceId	Order Reference Id	InputType.number	REFERENCE
380	docStatus	Doc Status	InputType.select	CONTROL
390	referenceType	Reference Type	InputType.textField	CONTROL
400	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
410	referenceKeyValue	Reference Key Value	InputType.number	REFERENCE
420	approvalStatus	Approval Status	InputType.select	CONTROL
470	revEnabledCb	Rev Enabled Cb	InputType.switchField	DEFAULT
480	revNumber	Rev Number	InputType.number	DATA
490	glAcProfileHeaderId	Gl Ac Profile Header Id	deferredSelect	REFERENCE
500	glPeriodId	Gl Period Id	InputType.number	REFERENCE
510	apTransactionHeaderId	Ap Transaction Header Id	InputType.number	REFERENCE
5430	createdBy	Created By	InputType.textField	REFERENCE
5440	creationDate	Creation Date	InputType.dateTime	REFERENCE
5450	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5460	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Lines

You can add multiple lines to each payment header. Each payment line contains an item, UOM, price, etc.

Navigate to the lines tab to view/add/update lines.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

Line Number: Line number is a mandatory field. Enter a numeric value for the line

amount: Amount is a mandatory field. Enter a numeric value for the amount.

The entity group shows information related to business organization, supplier, etc.

The reference groups show various ids for reference only. You don't need to enter any information in this section. When you save payment for the first time, the system will auto-populate the newly created header id and line ids.

The header price is the sum of all the amounts. You don't need to enter any price at the payment header. In the finance section, enter the exchange rate and currency if the values are different from the header.

Scroll left, right, up, and down view all other fields.

Enter all the other fields and click on the save button to save the payment. The app will post all the data to the server and will show the messages returned from the server.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvPaymentNumber	Payment Number	InputType.textField	DATA
10	vvDocNumber	Doc Number	InputType.textField	DATA
20	vvDocCurrency	Doc Currency	deferredSelect	FINANCE
30	vvExchangeRate	Exchange Rate	InputType.textField	FINANCE
40	vvExchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
50	vvBuOrgId	Bu Org Id	deferredSelect	REFERENCE
60	apPaymentLineId	Ap Payment Line Id	InputType.number	REFERENCE
70	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
80	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
90	apPaymentHeaderId	Ap Payment Header Id	InputType.number	REFERENCE
100	apTransactionLineId	Ap Transaction Line Id	deferredSelect	REFERENCE
110	lineNumber	Line Number	InputType.number	DATA
120	amount	Amount	InputType.textField	FINANCE
130	docStatus	Doc Status	InputType.select	CONTROL
140	referenceDocType	Reference Doc Type	InputType.textField	CONTROL
150	referenceDocNumber	Reference Doc Number	InputType.number	DATA
160	lineDocumentType	Line Document Type	InputType.textField	CONTROL
170	lineDescription	Line Description	InputType.textField	DEFAULT
180	approvalStatus	Approval Status	InputType.select	CONTROL
190	discountCode	Discount Code	deferredSelect	FINANCE
200	lineDiscountAmount	Line Discount Amount	InputType.textField	FINANCE
5210	createdBy	Created By	InputType.textField	REFERENCE
5220	creationDate	Creation Date	InputType.dateTime	REFERENCE
5230	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5240	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Details

The system creates two details for each line :

• First line to debit cash
• Second line to credit receivables.

Though you don't need to regularly review/update payment detail lines, It's advisable to review accounts and amounts after setup changes.

Depending upon your configuration, the details of a line are shown either on a separate tab or in the links section of lines.

Click on the Details button below a line to view/update/create details. By default, when saving any line system adds detail with the price and account details. You can add multiple details and change the price/quantity as per your actual requirement.

Click on the expandable button to view the fields of a detail line.

To create a new detail, click on Add New Line button. You can also copy an existing detail line to a new one by clicking on the Copy Line button.

In the data section, enter the detail line number. The system always creates the first line as line number 1, but you can change it. While adding a new detail line, enter a detail line number as its mandatory field. Enter the detail quantity in the quantity field.

The reference groups show various ids for reference only. You don't need to enter any information in this section.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvCombination	Combination	deferredSelect	DEFAULT
10	vvPaymentNumber	Payment Number	InputType.textField	DATA
20	vvDocNumber	Doc Number	InputType.textField	DATA
30	vvLineAmount	Line Amount	InputType.textField	FINANCE
40	apPaymentDetailId	Ap Payment Detail Id	InputType.number	REFERENCE
50	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
60	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
70	apPaymentLineId	Ap Payment Line Id	InputType.number	REFERENCE
80	detailNumber	Detail Number	InputType.number	DATA
90	acId	Ac Id	deferredSelect	REFERENCE
100	drCr	Dr Cr	InputType.select	DEFAULT
110	accountType	Account Type	InputType.select	CONTROL
120	amount	Amount	InputType.textField	FINANCE
130	journalCreatedCb	Journal Created Cb	InputType.switchField	DEFAULT
140	status	Status	InputType.textField	CONTROL
150	referenceType	Reference Type	InputType.textField	CONTROL
160	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
170	referenceKeyValue	Reference Key Value	InputType.textField	REFERENCE
180	description	Description	InputType.textField	DEFAULT
5190	createdBy	Created By	InputType.textField	REFERENCE
5200	creationDate	Creation Date	InputType.dateTime	REFERENCE
5210	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5220	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Actions

Actions allow you to change the status of the payment. The system creates payments in draft status. When you are ready to publish the payment and send it to the supplier, change it to Confirmed. You can cancel a payment by clicking on the Cancel button. Similarly, you can close any payment by clicking on the Close button.

Payment journal lines can be created for confirmed payments.

Accounting

The accounting process in inoERP is quite flexible, and you can configure the system to generate the accounting details for any business process.(Refer to Journals for more details)

Payment

When you enter payment and match to an invoice, Receivables creates the following journal entry:

DR Liability
            CR Cash

Advance Payment

DR PrePayment
            CR Cash

Draft Accounting

You can view the details of the draft accounting entries in the draft accounting tab. Draft accounts are generated when you click on the "Create Draft Accounting" button. The draft accounting entries always delete the existing entries. You can also manually delete the draft accounting entries by clicking on the "Delete Draft Accounting" button.

The system allows you to update the draft accounting entries. You can edit the debit and credit amounts and also the accounts. To create journal entries with your updated values, use the "confirm draft accounting" button.

You can use the "create accounting entries" button to create journal entries with the original values.

Combination
The GL account code combination is a mandatory field. You can rename the field as per the term of your existing accounting system.

The system derives the GL account code from the selected accounting profile. If you change the accounting combination, the system will default all the other related fields from the chosen combination.

Period Name
A read-only field. It displays the period name for the selected period—the value defaults from the Draft Journal Header.

Amount
The amount is a mandatory field. You can enter the amount in the currency of the selected business unit.

D or C
The D or C field is a mandatory field. You can select either Debit or Credit.

Final Accounting

You can view the details of the final accounting entries in the final accounting tab. Final accounts are generated when you click on the "Create Accounting" button. The final accounting entries can't be deleted and can only be updated on the Journal screen (Updates are only allowed before posting).

Combination
The GL account code combination is a mandatory field. You can rename the field as per the term of your existing accounting system.

The system derives the GL account code from the selected accounting profile. If you change the accounting combination, the system will default all the other related fields from the chosen combination.

Period Name
A read-only field. It displays the period name for the selected period—the value defaults from the Journal Header.

Amount
The amount is a mandatory field. You can enter the amount in the currency of the selected business unit.

D or C
The D or C field is a mandatory field. You can select either Debit or Credit.