Following his discussion with José about automating payments, Axel meets Linda in her office to find out if this is possible. Together they look through the Frisbii documentation.
Let's look with them at how to automate this task.
Impact of automatic payments
The Enable automatic payments option allows for the automatic generation of planned payments from invoices. When an invoice record is created, a payment is automatically created and initialized with the invoice information:
Invoice | Payment |
Client / Lookup(Account) | Client / Formula (text) |
Start date / Date | Start date / Formula (date) |
End date / Date | End date / Formula (date) |
Payment method / Picklist | Payment method / Picklist |
Comments / Text area (255) | Comments / Text area (255) |
In the case of a change in the due balance, e.g. when creating a partial payment manually or changing the amount of a payment, an adjustment is made: a new payment taking into account the new due balance is automatically created .
If you do not want a payment to be affected by this automation (you want to lock it), check its Due Payment box .
Attention: On automatically created payments, the Pending box is checked.
Pending | Checkbox |
|
Linda tells Axel that once the payment has been received, it is necessary to go to the corresponding payment, in order to uncheck the Pending box.
How to Enable Automatic Payments?
The checkbox is located on the corporate name. Here are the steps to activate it.
Steps
1. Go to the Corporate names tab.
2. Check the Enable automatic payments box.
Axel recalls that they have set up payments schedules. He wonders if the two options can coexist.
Automatic payments with a payment schedule
Automatic payments are compatible with the management of periodic Payment Schedules. If the Payment schedule field is filled in with a payment schedule record with a frequency, provisional payments will be generated. The number of payments created is calculated in relation to the dates indicated on the invoice and the periodicity indicated in the schedule.
Note: Automatic payments option is not currently compatible with payment schedules with milestones. If you add milestones to your schedule template, the payment schedule will not be generated by enabling automatic payments.
However, you can set up a payment schedule without milestones. In this case, the periodicity chosen on the schedule in question applies to the dates indicated on the invoice. Here are the steps to follow.
Steps
1. Click on the App Launcher.
2. Type Schedules in the search bar to open the Schedules object.
3. Click on the New button.
4. Fill in the fields following these explanations: Use cases & set up of schedule templates.
Important: Select Payment Plan in the Type field.
6. Search for your payment schedule template from the Payment Schedule field.
7. In the Invoicing Period section, you specify the dates, to define the period covered by the schedule.
Start date
End date
8. Then the payments will be automatically created, thanks to the activation of the Automatic payments option. You will find them in the Payments related list.
Axel takes notes to see how they can adapt the schedules already in place. The business case needs to be reviewed, and a decision made as to what is more important: the use of milestones or the implementation of automatic payments.
Then he asks Linda how this feature works if a credit note is created on the invoice.
Credit notes and automatic payments
Axel remembers well how to make a credit note and apply it to an invoice: Cancellation of an invoice issued with a credit note.
When a credit note is created, a payment is also created, linked to the credit note. This payment is not pending.The amount of this payment is negative.
Axel meets José to tell him about the possibility of automating payments in Frisbii.
He then brings his team together to talk about this option, its impact on Frisbii and on their internal processes.