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Odoo 11 Accounting: Manually Registering Payments


Purpose

The purpose of this documentation is to outline the process to manually register payments.

Processes

To get started, navigate to the Accounting application.

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Registering a Payment on a Customer Invoice

Once there, click on Sales and then Customer Invoices.

Select an open invoice from the list or create a new one by clicking the Create button.

Important Note!

When an invoice is first created, it will be in the Draft state. An invoice will not be entered into your general ledger until it has been Validated.

Near the top right of the screen, you will see the state of the invoice. The current state should be Open in order to register a payment.

On the bottom right hand corner, you will see the Amount Due. This is the amount of the invoice that is still open and awaiting payment.

To register a payment, click the REGISTER PAYMENT  button.

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A pop-up modal to register payment will appear. Enter the following information:

  • Payment Amount: This is set to the full amount by default, but can be changed.

  • Payment Journal: The journal to which the payment should be registered.

  • Payment Date: The date on which the payment was made.

  • Memo: This is  set to the Invoice number by default, but can be changed. A common use case for this field is the check number for the check by which payment was made.

When finished, hit the VALIDATE  button. 

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Once the payment is validated, the Amount Due at the bottom of the invoice will be updated and the payment will be logged with a date. Click the small info button to the left of the payment line to see the payment details.

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When paid in full, the state of the Customer Invoice will change to Paid.

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Registering a Partial Payment

When registering a partial payment, there are two payment different options: Keep Open or Mark Invoice as Fully Paid. 

  • Keep Open: The invoices stays in the Open state. The payment gets recorded and the Amount Due is updated.

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  • Mark Invoice as Fully Paid: The partial payment gets recored and the difference is posted in an account. When this option is selected, choose the account you wish to post the difference in. You may also change the label from the default "Write-Off", if desired. 

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