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| <section xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" version="5.0" |
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| xmlns="http://docbook.org/ns/docbook"> |
| <title>The Edit Invoice Applications screen.</title> |
| <para>The Invoice Applications sub menu is where payments that have been made (or received) can |
| be linked or allocated to an invoice. The phrase 'applying' an amount to an invoice is often |
| used to describe this. The screen is divided into 3 main areas as follows.</para> |
| <itemizedlist> |
| <listitem> |
| <para>Payments Applied (which shows details of the total amount 'Applied' and the total |
| amount 'Open'. Note that 'Open' here means outstanding)</para> |
| </listitem> |
| <listitem> |
| <para>Possible Payments to Apply (which shows all the payments that have been sent from |
| the same party id as the invoice - for a sales invoice this would be the customer |
| party id)</para> |
| </listitem> |
| <listitem> |
| <para>Assign Payment to Invoice (which allows you to manually assign a specific payment |
| id to this invoice)</para> |
| </listitem> |
| </itemizedlist> |
| <para>GENERAL NOTE: General Ledger accounting transactions are generated during the payment |
| application process but unless your GL is setup with Unapplied Cash and Applied Cash |
| accounts - I'm not sure that there will be any true accounting impact. In the Sales Order |
| process the accounting transaction generated the following GL Accounting transaction is |
| generated for 'Payment Applied' o add some text here.</para> |
| <para>DR 120000 Accounts Receivable / CR 120000 Accounts Receivable - This transaction doesnt |
| really do anything! </para> |
| <para>It is used to link payments to invoices. It is also used to allocate which part of a |
| payment is allocated or applied to a specific invoice. This is extremely useful if your |
| customers pay multiple invoices with a single payment.</para> |
| <para>Example:</para> |
| <para> |
| <itemizedlist> |
| <listitem> |
| <para>A customer could send a single payment of $1000 that can be used to pay for |
| two invoices (eg $400 and $600)</para> |
| </listitem> |
| <listitem> |
| <para>Using this applications sub menu allows you to allocate part of the $400 to |
| one invoice and the balance ($600) to the other invoice </para> |
| </listitem> |
| </itemizedlist> |
| </para> |
| <para>By default all 'unapplied' payments that have been entered into OFBiz from the customer |
| will be available for selection even if they have not yet been flagged as formally |
| 'Received'. This means that these are payments that have not already been linked to another |
| invoice. If only part of a payment amount has been linked to an invoice then the remaining |
| amount is left available to be allocated to another invoice. Also note that a single invoice |
| could be paid by multiple payments being applied to it.</para> |
| <section> |
| <title>How do I apply a payment (or payments) to an invoice?</title> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'Applications' sub menu for the invoice</para> |
| </listitem> |
| <listitem> |
| <para>A list of unapplied payments for the party id will be displayed </para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Apply' button next to the entry that needs to be applied to the |
| invoice (NOTE: More than one entry may be used. Also only part of a larger |
| amount may be used)The Payments Applied total at the top of the screen will be |
| updated with the amount selected. Also the Amount Open will be reduced by the |
| amount selected.</para> |
| </listitem> |
| <listitem> |
| <para> Once the total invoice amount has been selected a message will be displayed |
| and only the first part of the screen will be displayed </para> |
| </listitem> |
| <listitem> |
| <para>The top part of the screen will now be updated to show the 'Payments Applied' |
| total is equal to the invoice total and the 'Amount Open' is zero. </para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I update an applied payment for an invoice?</title> |
| <orderedlist> |
| <listitem> |
| <para>Payments that have been applied to an invoice can be updated. This means that |
| you can change the details of the payment transaction or adjust the amount that |
| was applied to the invoice.</para> |
| </listitem> |
| <listitem> |
| <para>Select the 'Applications' sub menu for the invoice</para> |
| </listitem> |
| <listitem> |
| <para>A list of payments already applied to the invoice will be displayed in the top |
| part of the screen</para> |
| </listitem> |
| <listitem> |
| <para>Enter or use the lookup to change the 'Payment Id' if required </para> |
| </listitem> |
| <listitem> |
| <para>Enter the updated amount in the 'Amount to Apply' field if required</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Update' button</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I remove an applied payment (or payments) from an invoice?</title> |
| <para>NOTE TO CHECK: It can be done before transaction has been posted to GL but also need |
| to check if its can be done if the transaction has been posted. </para> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'Applications' sub menu for the invoice</para> |
| </listitem> |
| <listitem> |
| <para>A list of payments already applied to the invoice will be displayed in the top |
| part of the screen</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Remove' button next to the payment entry that needs to be |
| removed</para> |
| </listitem> |
| <listitem> |
| <para>The entry will be removed and the top part of the screen will be update the |
| 'Payments Applied' total and 'Amount Open'</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| </section> |