15.0 Ways to record payments

content/applications/finance/accounting/receivables/customer_payments/recording.rst

@@ -2,125 +2,122 @@
 Different ways to record a payment
 ==================================
 
-In Odoo, a payment can either be linked directly to an invoice or be a
-stand alone record for use on a later date:
+In Odoo, payments can either be linked automatically to an invoice or bill, or be stand-alone
+records for use at a later date.
 
-- If a payment is linked to an invoice, it reduces the amount due of
-  the invoice. You can have multiple payments linked to the same
-  invoice.
+If a payment is **linked to an invoice or bill**, it reduces the amount due of the invoice. You can
+have multiple payments related to the same invoice.
 
-- If a payment is not linked to an invoice, the customer has an
-  outstanding credit with your company, or your company as an
-  outstanding balance with a vendor. You can use this outstanding
-  credit/debit to pay future invoices or bills.
+If a payment is **not linked to an invoice or bill**, the customer has an outstanding credit with
+your company, or your company has an outstanding debit with a vendor. You can use those outstanding
+amounts to reduce unpaid invoices/bills.
 
-Paying an invoice
-=================
+Registering payment from an invoice or bill
+===========================================
 
-If you register a payment on a customer invoice or a vendor bill, the
-payment is automatically reconciled with the invoice reducing the amount
-due.
+When you click on :guilabel:`Register payment` in a customer invoice or vendor bill, it generates a
+new journal entry, and changes the amount due according to the amount of the payment.
+The counterpart is reflected in an outstanding receipts or payments account. At this point, the
+customer invoice or vendor bill is marked as :guilabel:`In payment`. Then, when the outstanding
+account is reconciled with a bank statement line, the invoice or vendor bill changes to the
+:guilabel:`Paid` status.
 
-.. image:: recording/recording01.png
-  :align: center
+The :guilabel:`information icon` near the payment line displays more information about the payment.
+When clicking on :guilabel:`View` you can access additional information such as the related journal
+entry.
 
-The green icon near the payment line will display more information about
-the payment. From there you can choose to open the journal entry or
-reconcile the payment.
+.. image:: recording/information-icon.png
+   :align: center
+   :alt: See detailed information of a payment
 
 .. note::
-   If you unreconcile a payment, it is still registered in your books but not
-   linked to the specific invoice any longer. If you unreconcile a payment in a
-   different currency, Odoo will create a journal entry to reverse the Currency
-   Exchange Loss/Gain posted at the time of reconciliation.
+   - The customer invoice or vendor bill should be in status :guilabel:`Posted` to register the
+     payment.
+   - When clicking on :guilabel:`Register payment`, you can select the amount to pay and make a
+     partial or full payment.
+   - If your main bank account is set as :doc:`oustanding account
+     <../../bank/setup/outstanding_accounts>`, and the payment is made in Odoo (not related to a
+     bank statement), invoices and bills are directly registered in the status :guilabel:`Paid`.
+   - If you unreconcile a payment, it still appears in your books but is no longer linked to the
+     invoice.
+   - If you (un)reconcile a payment in a different currency, a journal entry is automatically
+     created to post the currency exchange gains/losses (reversal) amount.
+   - If you (un)reconcile a payment and an invoice having cash basis taxes, a journal entry is
+     automatically created to post the cash basis tax (reversal) amount.
 
-Payments not tied to an invoice
-===============================
-
-Registering a payment
----------------------
-
-In the Accounting application, you can create a new payment from the
-Sales menu (register a customer payment) or the Purchases menu (pay a
-vendor). If you use these menus, the payment is not linked to an
-invoice, but can easily be reconciled on an invoice later on.
-
-.. image:: recording/recording02.png
-  :align: center
-
-When registering a new payment, you must select a customer or vendor,
-the payment method, and the amount of the payment. The currency of the
-transaction is defined by the payment method. If the payment refers to a
-document (sale order, purchase order or invoice), set the reference of
-this document in the memo field.
-
-Once confirmed, a journal entry will be posted reflecting the
-transaction just made in the accounting application.
+.. seealso::
+   - :doc:`../../bank/reconciliation/use_cases`
 
-Reconciling invoice payments
-----------------------------
+Registering payments not tied to an invoice or bill
+===================================================
 
-The easiest way of reconciling a payment with an invoice is to do so on
-the invoice directly.
+When a new payment is registered via the menu :menuselection:`Customers or Vendors --> Payments`, it
+is not directly linked to an invoice or bill. Instead, the account receivable or the account payable
+are matched with an manually  with outstanding account until they are manually matched with their
+related invoice or bill.
 
-When validating a new invoice, Odoo will warn you that an outstanding
-payment for this customer or vendor is available. In this case, you can
-reconcile this payment to the invoice near the totals at the bottom,
-under "Outstanding Payments".
+Matching invoices and bills with payments
+-----------------------------------------
 
-.. image:: recording/recording03.png
-  :align: center
+When validating a new invoice or bill, a blue banner appears when there is an outstanding payment
+for this specific customer or vendor. It can easily be matched from the invoice or the bill,
+clicking on :guilabel:`ADD` under :guilabel:`Outstanding Credits` or :guilabel:`Outstanding Debits`.
 
-Reconciling all your outstanding payments and invoices
-------------------------------------------------------
+.. image:: recording/add-option.png
+   :align: center
+   :alt: Shows the ADD option to reconcile an invoice or a bill with a payment
 
-If you want to reconcile all outstanding payments and invoices at once
-(instead of doing so one by one), you can use the batch reconciliation
-feature within Odoo.
+The invoice or bill is now marked as :guilabel:`In payment` until it is reconciled with the bank
+statement.
 
-The batch reconciliation feature is available from the dashboard on the
-Customer Invoices card and the Vendor Bills card for reconciling
-Accounts Receivable and Payable, respectively.
+.. seealso::
+   - :doc:`../../bank/reconciliation/use_cases`
 
-.. image:: recording/recording04.png
-  :align: center
+Batch payment
+-------------
 
-The payments matching tool will open all unreconciled customers or
-vendors and will give you the opportunity to process them all one by
-one, doing the matching of all their payments and invoices at once.
+Batch payments allow you to group different payments to ease reconciliation. They are also useful
+when depositing checks to the bank or for SEPA Payments.
+Go to :menuselection:`Accounting --> Customers --> Batch Payments` or :menuselection:`Accounting -->
+Vendors --> Batch Payments`. In the :guilabel:`list view` of payments, you can select several
+payments and group them in a batch clicking on :menuselection:`Action > Create Batch Payment`.
 
-.. image:: recording/recording05.png
-  :align: center
+.. seealso::
+  - :doc:`../../receivables/customer_payments/batch`
+  - :doc:`../../receivables/customer_payments/batch_sdd`
 
-During the reconciliation, if the sum of the debits and credits do not
-match, it means there is still a remaining balance that either needs to
-be reconciled at a later date, or needs to be written off directly.
+Payments matching
+-----------------
 
-Transferring money from one bank account to another
-===================================================
+The :guilabel:`Payments matching` tool opens all unreconciled customer invoices or vendor bills and
+gives you the opportunity to process them all one by one, doing the matching of all their payments
+and invoices at once. You can reach this tool from the :menuselection:`Accounting Dashboard -->
+Customer Invoices or Vendor Bills`, and click on the ⋮ and select :guilabel:`Payments Matching`. Or
+by going to :menuselection:`Accounting --> Reconciliation`.
 
-Just like making a customer or vendor payment, you transfer cash
-internally between your bank accounts from the dashboard or from the
-menus up top.
+.. note::
+   During the reconciliation, if the sum of the debits and credits does not match, it means there is
+   a remaining balance that either needs to be reconciled at a later date or needs to be written off
+   directly.
 
-.. image:: recording/recording06.png
-  :align: center
+Batch payments matching
+-----------------------
 
-This will take you to the same screen you have for receiving and making
-payments.
+To reconcile several outstanding payments or invoices at once, for a specific customer or vendor,
+the batch reconciliation feature can be used. Go to :menuselection:`Accounting --> Reporting -->
+Aged Receivable or Aged Payable`. You now see all transactions that have not been reconciled yet,
+and when you select a customer or vendor, the :guilabel:`Reconcile` option is displayed.
 
-.. image:: recording/recording07.png
-  :align: center
+.. image:: recording/reconcile-option.png
+   :align: center
+   :alt: See the reconcile option
 
-.. note::
-   When making an internal transfer from one bank account to another, select
-   the bank you want to apply the transfer from in the dashboard, and in the
-   register payments screen, you select the transfer to account. Do not go
-   through this process again in the other bank account or else you will end up
-   with two journal entries for the same transaction.
+Reconciling payments with bank statements
+=========================================
 
+Once a payment has been registered, the status of the invoice or bill is :guilabel:`In payment`. The
+next step is to reconcile it with the related bank statement line to have the transaction finalized
+and the invoice or bill marked as :guilabel:`Paid`.
 
 .. seealso::
-   - :doc:`online_payment`
-   - :doc:`check`
-   - :doc:`followup`
+   - :doc:`../../bank/reconciliation/use_cases`