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:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. 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.
5. 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.
6. Enter the payment amount in the Amount field.
7. Save the information.
8. Click Sel.Batch in the Matching Transactions sub tab to open the Select Batch of Invoices dialog box.
9. Search for the customer invoices you want to match with the customer payment.
10. 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
11. Save the information.

To enter a customer payment and select multiple invoices of another company to match with the payment:

1. Open the Mixed Payment window and search for the mixed payment which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. 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.
5. Enter the payment amount in the Amount field.
6. Save the information.
7. Click Sel.Batch in the Matching Transactions sub tab to open the Select Batch of Invoices dialog box.
8. 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.
9. 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.
10. 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.
11. Save the information.

To enter a customer payment for a specific invoice:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. 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.
5. Save the information.

To enter a customer payment for a specific invoice of another company:

1. Open the Mixed Payment window and search for the mixed payment for which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. 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.
5. 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.
6. Save the information.
7. 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:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. 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.
5. Enter the payment amount in the Amount field.
6. Select the Payment in Advance  check box.
7. Enter a tax code in the Tax Code field. The List of Values can be used to select an appropriate tax code.
8. 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.
9. Save the information.

To enter a customer payment on account:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. Enter the ID of the customer who is making the payment in the Payer/Payee Identity  field
5. Enter the amount in the Amount field.
6. 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.
7. 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:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. Enter in the Company field the ID of the company for which a new payment on account shall be created.
5. Enter in the Payer/Payee Identity field the ID of the customer who is making the payment.
6. Enter the amount in the Amount field.
7. 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.
8. 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.
9. Click OK to create a payment on account.

To enter a new difference item for a remaining amount:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. Enter the ID of the customer who is making the payment in the Payer/Payee Identity field.
5. Enter the amount in the Amount field.
6. Save the information.
7. Click Sel.Batch in the Matching Transactions tab to open the Select Batch of Invoices dialog box.
8. Search for the customer invoices you want to match with the customer payment.
9. 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.
10. 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.
11. 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.
12. Enter an item ID in the Inv/Prepaym No field if the series ID for the new item requires manual numbering.
13. Enter the amount for the new difference item in the Pay Amount in Pay Curr or in the Pay Amount in Acc Curr fields.
14. If the customer is a one-time customer, select an existing address ID from the list for the Invoice Address ID field.
15. 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.
16. If you want to generate a difference notice item to print a difference notice, select the Print Difference Notice check box.
17. 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.
18. 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.
19. Save the information.

To enter a new item for a whole lump-sum:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the customer payment transaction.
2. Create a new record in the Transactions tab.
3. Select Enter Customer Payment for the Payment Transaction Type field.
4. Select the New Item check box.
5. Enter the ID of the customer who is making the payment or whose debit note is returned, in the Payer/Payee Identity  field.
6. Enter an item ID in the Inv/Prepaym No field, if the series ID for the new item requires manual numbering.
7. Enter the amount in the Amount field.
8. 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.
9. If you want to have notes for the new item, enter the notes in the Text field.
10. Save the information. A new record will automatically be created in the Matching Transactions tab.
11. Modify the suggested values in the Pay Term Base Date, Payment Terms and Tax Code fields if required.
12. If the customer is a one-time customer, select an existing address ID from the list for the Invoice Address ID field.
13. Enter a code in the Difference Code field or select it from the List of values if you want to classify the difference item.
14. If you want to generate a difference notice item to print a difference notice, select the Print Difference Notice check box.
15. Save the information.

To create a customer parked payment:

1. Select the relevant Enter Customer Payment transaction in the Transactions tab in the Mixed Payment window.
2. Specify parked payment amount in the Amount field.
3. 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.
4. Save the information.