Payment

caution

This documentation is incomplete.

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

In inoERP, you can create a payment using the payment screen. You can create a payment from an invoice/debit memo. You can also create a payment by manually entering all the required information such as customer, currency, amount, date, etc. Payment consists of

• Header
• Line
• Detail

Header

A payment header contains the customer, 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/customer 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	vvCustomerNumber	Customer Number	deferredSelect	DATA
30	vvCustomerName	Customer Name	deferredSelect	ENTITY
40	vvCustomerSiteNumber	Customer Site Number	deferredSelect	DATA
50	vvCustomerSiteName	Customer Site Name	deferredSelect	ENTITY
60	vvPaymentTerm	Payment Term	deferredSelect	FINANCE
70	vvPaymentTermDescription	Payment Term Description	InputType.textField	FINANCE
80	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
90	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
100	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
110	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
120	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
130	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
140	vvBillToAddressName	Bill To Address Name	deferredSelect	PLANNING
150	vvBillToAddress	Bill To Address	deferredSelect	PLANNING
160	vvBillToCountry	Bill To Country	deferredSelect	PLANNING
170	vvBillToPostalCode	Bill To Postal Code	deferredSelect	PLANNING
180	vvBillToEmail	Bill To Email	deferredSelect	PLANNING
190	vvBillToPhone	Bill To Phone	deferredSelect	PLANNING
200	vvHeaderAmount	Header Amount	InputType.textField	FINANCE
210	vvHeaderTaxAmount	Header Tax Amount	InputType.textField	FINANCE
220	vvHeaderDiscountAmount	Header Discount Amount	InputType.textField	FINANCE
230	sdSoHeaderId	Sd So Header Id	InputType.number	REFERENCE
240	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
250	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
260	buOrgId	Bu Org Id	deferredSelect	REFERENCE
270	documentType	Document Type	InputType.select	CONTROL
280	soNumber	So Number	InputType.textField	DATA
290	arCustomerId	Ar Customer Id	deferredSelect	REFERENCE
300	arCustomerSiteId	Ar Customer Site Id	deferredSelect	REFERENCE
310	hrEmployeeId	Hr Employee Id	InputType.number	REFERENCE
320	description	Description	InputType.textField	DEFAULT
330	shipToId	Ship To Id	deferredSelect	REFERENCE
340	billToId	Bill To Id	deferredSelect	PLANNING
350	priceListHeaderId	Price List Header Id	InputType.number	REFERENCE
360	prePaymentAmount	Pre Payment Amount	InputType.textField	FINANCE
370	docCurrency	Doc Currency	deferredSelect	FINANCE
380	paymentTermId	Payment Term Id	deferredSelect	REFERENCE
390	paymentTermDate	Payment Term Date	InputType.date	DATE
400	exchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
410	exchangeRate	Exchange Rate	InputType.textField	FINANCE
420	orderSourceType	Order Source Type	InputType.select	CONTROL
430	orderReferenceTable	Order Reference Table	InputType.textField	REFERENCE
440	orderReferenceId	Order Reference Id	InputType.number	REFERENCE
450	docStatus	Doc Status	InputType.select	CONTROL
460	referenceType	Reference Type	InputType.textField	CONTROL
470	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
480	referenceKeyValue	Reference Key Value	InputType.number	REFERENCE
490	approvalStatus	Approval Status	InputType.select	CONTROL
540	revEnabledCb	Rev Enabled Cb	InputType.switchField	DEFAULT
550	revNumber	Rev Number	InputType.number	DATA
560	glAcProfileHeaderId	Gl Ac Profile Header Id	deferredSelect	REFERENCE
5500	createdBy	Created By	InputType.textField	REFERENCE
5510	creationDate	Creation Date	InputType.dateTime	REFERENCE
5520	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5530	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

Line Price: Line price is a mandatory field. Enter a numeric value for the line price.

The entity group shows information related to business organization, customer, 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 line prices. 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	vvOrgCode	Org Code	deferredSelect	ENTITY
10	vvItemNumber	Item Number	deferredSelect	DEFAULT
20	vvUomCode	Uom Code	deferredSelect	DEFAULT
30	vvUomDescription	Uom Description	deferredSelect	DEFAULT
40	vvItemStatus	Item Status	deferredSelect	CONTROL
50	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
60	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
70	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
80	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
90	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
100	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
110	vvBillToAddressName	Bill To Address Name	deferredSelect	PLANNING
120	vvBillToAddress	Bill To Address	deferredSelect	PLANNING
130	vvBillToCountry	Bill To Country	deferredSelect	PLANNING
140	vvBillToPostalCode	Bill To Postal Code	deferredSelect	PLANNING
150	vvBillToEmail	Bill To Email	deferredSelect	PLANNING
160	vvBillToPhone	Bill To Phone	deferredSelect	PLANNING
170	vvDiscountedLinePrice	Discounted Line Price	InputType.textField	FINANCE
180	vvTaxCalculationMethod	Tax Calculation Method	deferredSelect	FINANCE
190	vvTaxPercentage	Tax Percentage	deferredSelect	FINANCE
200	vvTaxTaxAmount	Tax Tax Amount	InputType.textField	FINANCE
210	vvDiscountName	Discount Name	deferredSelect	FINANCE
220	vvDiscountPercentage	Discount Percentage	deferredSelect	FINANCE
230	vvDiscountAmount	Discount Amount	InputType.textField	FINANCE
240	vvTotalScheduledQty	Total Scheduled Qty	InputType.textField	DEFAULT
250	sdSoLineId	Sd So Line Id	InputType.number	REFERENCE
260	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
270	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
280	sdSoHeaderId	Sd So Header Id	InputType.number	REFERENCE
290	lineNumber	Line Number	InputType.number	DATA
300	shippingOrgId	Shipping Org Id	deferredSelect	REFERENCE
310	invItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
320	itemDescription	Item Description	deferredSelect	DEFAULT
330	lineQuantity	Line Quantity	InputType.textField	DATA
340	priceListHeaderId	Price List Header Id	InputType.number	REFERENCE
350	priceDate	Price Date	InputType.date	DATE
360	unitPrice	Unit Price	InputType.textField	FINANCE
370	linePrice	Line Price	InputType.textField	FINANCE
380	taxAmount	Tax Amount	InputType.textField	FINANCE
390	taxCode	Tax Code	deferredSelect	FINANCE
400	docStatus	Doc Status	InputType.select	CONTROL
410	docStatus	Doc Status	InputType.select	CONTROL
420	needByDate	Need By Date	InputType.dateTime	DATE
430	promiseDate	Promise Date	InputType.date	DATE
440	scheduleShipDate	Schedule Ship Date	InputType.date	DATE
450	referenceDocType	Reference Doc Type	InputType.textField	CONTROL
460	referenceDocNumber	Reference Doc Number	InputType.number	DATA
470	soDocumentTypeLine	So Document Type Line	deferredSelect	CONTROL
480	supplySource	Supply Source	InputType.select	DEFAULT
490	destinationType	Destination Type	InputType.select	CONTROL
500	lineDescription	Line Description	InputType.textField	DEFAULT
510	uomCode	Uom Code	deferredSelect	DEFAULT
520	kitCb	Kit Cb	InputType.switchField	DEFAULT
530	kitConfiguredCb	Kit Configured Cb	InputType.switchField	DEFAULT
540	approvalStatus	Approval Status	InputType.select	CONTROL
550	sysSpdHeaderId	Sys Spd Header Id	InputType.number	REFERENCE
560	discountCode	Discount Code	deferredSelect	FINANCE
570	lineDiscountAmount	Line Discount Amount	InputType.textField	FINANCE
620	shipToId	Ship To Id	deferredSelect	REFERENCE
630	billToId	Bill To Id	deferredSelect	PLANNING
640	lineType	Line Type	InputType.select	CONTROL
5580	createdBy	Created By	InputType.textField	REFERENCE
5590	creationDate	Creation Date	InputType.dateTime	REFERENCE
5600	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5610	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	vvOrgCode	Org Code	deferredSelect	ENTITY
10	vvItemNumber	Item Number	deferredSelect	DEFAULT
20	vvUomCode	Uom Code	deferredSelect	DEFAULT
30	vvUomDescription	Uom Description	deferredSelect	DEFAULT
40	vvItemStatus	Item Status	deferredSelect	CONTROL
50	vvSdSoHeaderId	Sd So Header Id	InputType.number	REFERENCE
60	vvLineNumber	Line Number	InputType.number	DATA
70	vvShippingOrgId	Shipping Org Id	deferredSelect	REFERENCE
80	vvInvItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
90	vvItemDescription	Item Description	deferredSelect	DEFAULT
100	vvLineQuantity	Line Quantity	InputType.textField	DATA
110	vvTotalScheduledQty	Total Scheduled Qty	InputType.textField	DEFAULT
120	vvDetailLocator	Detail Locator	deferredSelect	ENTITY
130	sdSoDetailId	Sd So Detail Id	InputType.number	REFERENCE
140	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
150	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
160	sdSoLineId	Sd So Line Id	InputType.number	REFERENCE
170	shipmentNumber	Shipment Number	InputType.number	DATA
180	subInventory	Sub Inventory	deferredSelect	ENTITY
190	locatorId	Locator Id	deferredSelect	REFERENCE
200	requestor	Requestor	InputType.textField	DEFAULT
210	shipToLocationId	Ship To Location Id	InputType.number	REFERENCE
220	uomCode	Uom Code	deferredSelect	DEFAULT
230	quantity	Quantity	InputType.textField	DATA
240	needByDate	Need By Date	InputType.dateTime	DATE
250	promiseDate	Promise Date	InputType.date	DATE
260	scheduleShipDate	Schedule Ship Date	InputType.date	DATE
270	status	Status	InputType.textField	CONTROL
5280	createdBy	Created By	InputType.textField	REFERENCE
5290	creationDate	Creation Date	InputType.dateTime	REFERENCE
5300	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5310	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 customer, 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 Cash
            CR Receivables

Advance Payment

DR Cash
            CR Unapplied

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.