Create payments from an invoice

Axel, Cloud Kicks' billing assistant, has followed the training given by Linda, their Frisbii & Salesforce administrator, on invoices and subscriptions. Now he would like to understand how to set up a payment.
Linda first explains to him the fields of this object and its relationship with the other Frisbii objects : Payments - Field dictionary.

Creating a payment from an invoice

In order to set up a payment, Linda shows Axel the following steps.

Steps

1. Go to the Invoices tab, and click on an invoice.
2. In the Payments related list, click on New.

3. Fill in the mandatory fields:

Amount
Date
Payment method

and other fields according to your business needs. For more explanation on fields, please consult this article Payments - Field dictionary.

Linda explains to Axel that some fields are automatically filled in:

Invoice: Link to the invoice to be paid
Date: Today's date
Currency: taken from the invoice

4. Then save.

Influence on the fields of the invoice

The invoice fields affected by the creation of a payment are grouped together in the Summary of payments section.

In the first column you find indicators concerning the invoice:

Age	Formula (number)	Age of the invoice Takes into account : Date of invoice, Date of last payment, Due date.
Omitted	Checkbox	If the box is checked, the invoice or credit note will not be taken into account in the reports and dashboards.

You have the possibility to force the balance of the invoice, if necessary. In this case, it is advisable to add a reason for this action, which allows you to keep the history on the invoice (this field is made compulsory by a validation rule which prevents the modification from being saved). Please read Invoices - Explanation of error messages.

Force Invoice Clearing	Checkbox	Allows you to force the balance of an Invoice, independently of the Payments.
Reason for Clearing Invoice	Text area	This is why the Invoice is marked as cleared.

Finally, you can also enter a payment schedule.

Payment schedule

Lookup (Payment schedule)

Allows you to link a payment schedule.
Here is an article on this subject: Payment schedule - generating a payment schedule

In the second column you find indicators concerning the payment made:

Debt Collection	Formula (text)	Indicates the progress of the payment of the Invoice (progress bar).
% paid	Formula (percentage)	Percentage paid of the invoice amount. Formula: If the Omitted box is checked the percentage set is considered as 100%. If the Omitted box is not checked and the Total including VAT is higher than 0€ (Cumulated Payments + Cumulated Apportionments) / Total including VAT 2 decimal places.
Cumulated Payments	Roll-Up Summary (SUM Payment)	Accumulation of payments on the Invoice. The Pending checkbox is not checked in the payment. 2 decimal places.
Balance Due	Formula (currency)	Amount of the payment expected on the Invoice. Formula: If the Force Invoice Clearing box is checked or the invoice is in draft 0€ is displayed If the Force Invoice Clearing box is not checked and the invoice is issued Total including VAT - Cumulated Payments - Cumulated Apportionments
Payable Balance Due	Roll-Up Summary (SUM Payment)	Indicates the amount of the payment due on the Invoice. Sum of the amounts of Pending and Due Payments

Settling an invoice with a credit note

Axel asks how he should handle a payment if he has made a credit note on an invoice. Should he delete the payment?
Linda explains to him that deleting the payment is not good practice, because Frisbii allows the payment to be settled via the apportionment assignment. She shows Axel how to attach the credit note to the existing payment in order to settle the invoice.

Steps

1. Open the payment of the invoice on which you made the credit note.
2. Search for the relevant credit note from the credit note field.

The Apportionment? box is automatically checked.

3. Save.

4. Go back to your original invoice and refresh the page in your browser.
You can then see that the invoice has been settled.

Axel thanks Linda for her explanation. To fully understand, he asked Mary what an apportionment is.

Apportionment

When a debtor has several debts to the same creditor and makes an advance payment or pays one of them, he has the right to declare to which of his debts he intends to apply his payment. This option given to the debtor is called: the allocation of payments.