I have a question on how to manage multiple invoices being paid by a single payment.
For example, let’s say I have 3 posted invoices of ID 1, 2 and 3 for a single client.
invoice 1 : 100€
invoice 2 : 50€
invoice 3 : 70€
The client makes a first payment of 100€ to pay the first invoice. I can go to the invoice list, select the posted invoice 1, and click on pay invoice. After entering my password, I can see a popup allowing me to enter payment detail (date, payment method…etc). When I validate, the invoice is marked as paid, and an accounting move is created for the payment. So far so good.
Now the client makes a second payment of 120€ to pay the last two invoices. Ideally I would like to select the invoices to pay in the invoices list, and click on “pay” just like I did for the first invoice. But I can’t seems to find a way to do it.
I could mark the two invoices as paid one by one, like for the first invoice, but that would create two accounting moves and would not accurately represent the payment. Plus it would not be practical if there is lots of invoices paid at the same time, which can happen for us quite often (some clients are paying all the invoices of the month in one time).
So after searching the forum for a solution to this, I installed the modules named account_payment and account_payment_clearing to try to manage those payments. After some digging on how to use those modules, I ended up with what seems to be a working solution. But it requires 10 different steps to enter the payment and I am really not sure it is the right way to do it. Below is a description of the steps I have done :
1 - Go to the window Financial > Payments > Lines to pay : There I can select all the lines corresponding to the paid invoices. Then in action menu, I can click on “regroup lines”.
2 - A popup is then displayed, allowing me to enter information to regroup the lines :
- I choose an accounting journal
- I add a description and then click on "group"
3 - This creates a grouped accounting move, displayed in a new window. I can then “post” this new accouting move after entering my password.
4 - Now I can go back to the window “Lines to pay”, and after reloading, I can see a new line with the total amount to pay. I can now select the line, and in action menu, click on “Pay lines”.
5 - A new popup appears where I can enter the payment date and validate with button “pay”.
6 - I then have to choose a payment journal, and validate.
7 - This creates a new payment, visible in Financial > Payments > Payments. I can select the payment and click on “approve”.
8 - In the action menu, I can then click on “Process payment”.
9 - This creates a new “group”, displayed in a new window. I can click on the “switch” button to see the details of the group, and then click on the “succeed” button.
10 - Finally a new accounting move is created (clearing move I think), I can select this accounting move and “post” it.
After all those steps the invoices are automatically marked as paid but :
- I have never selected a payment method
- The accounting move created are linked to the clearing account, not to the payment method account.
As I said, I’m really not sure this is the way to go, this seems very complicated and I’m not even sure the accounting move are entirely correct from an accounting point of view.
Can anybody tell me if this method using account_payment and account_payment_clearing is the way to go ? Or is there a simpler way to do it ?
Thanks to everyone who took the time to read this long message.