Openbravo Payments
Version 1.0
Stephanie Perreault
Transitional Data Services, Inc.
April 7, 2010
Copyright © 2009-2010 Transitional Data Services, Inc.
February 12, 2016
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Table of Contents
Payments....................................................................................................................................................... 3
Receivables - Incoming Payments......................................................................................................... 3
Payables – Outgoing Payments ............................................................................................................. 3
Settlements ........................................................................................................................................... 3
Bank Statements ................................................................................................................................... 4
Cash Journals......................................................................................................................................... 4
Copyright © 2009-2010 Transitional Data Services, Inc.
February 12, 2016
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Payments
Payments are monies a client/business partner pays to vendors, suppliers, employees (business
partners) for goods or services. A payment is a single dollar amount scheduled to be paid on a given
date.
Openbravo refers to both outgoing payments (payables) and incoming payments (receivables) as
payments. Both are created, paid or received the same way. One is a debt payment or payment, the
other is a collection or receipt. (The language is sometimes confusing in the UI).
Payments (both receipt and outgoing) are stored in the in the C_DEBT_PAYMENT table.
Receivables - Incoming Payments
AR invoice – Collections or receipts are automatically created when a Sales invoice is completed. The
receipt amounts and due dates are based on the payment terms defined for the customer or on the
sales order or invoice. If the payment terms are 10% immediately net 15, two receipts will be created;
one for 10% of the total amount with a due date equal to the invoice date and a second for the net
amount with a due date 15 days after the invoice date.
In some cases, manual receipt payments will be created against an invoice prior to the invoice
completion. This may be due to the payment terms which indicate a percentage of the invoice must be
paid at the time of the order. If so, when the invoice is completed, the receipt payments automatically
created will be the total invoice amount less any receipt payments that were created manually prior to
the invoice completion.
Payables – Outgoing Payments
AP invoice – Outgoing payments are automatically created when a Purchase Invoice is completed. The
payment amounts and due dates are based on the payment terms defined for the vendor or on the
purchase order or invoice. If payment terms are 10% immediately net 15, two payments will be created;
one for 10% of the total amount with a due date equal to the invoice date and a second for the net
amount with a due date 15 days after the invoice date.
In some cases, manual outgoing payments will be created against an invoice prior to the invoice
completion. This may be due to the payment terms which indicate a percentage of the invoice must be
paid at the time of the order. If so, when the invoice is completed, the outgoing payments automatically
created will be the total invoice amount less any receipt payments that were created manually prior to
the invoice completion.
Settlements
In Openbravo, there are Settlements and Manual Settlements. Settlements are used to do partial
payments or to change payment amounts due to re-negotiation, error or any other reason. Settlements
are also used to write off or cancel some portion of an existing payment. Settlements require the
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February 12, 2016
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existence of an Invoice (Sales or Purchase) since they are changing (in fact replacing) existing payments.
When creating settlements, the user will select an invoice (AR or AP) for which they want to change the
payments.
Manual Settlements allow users to create payments for which there is no invoice and therefore no
payment to change. Once a payment is created via a manual settlement, it can be “paid” using a bank
statement or cash journal both of which are discussed below.
Settlements cancel the payments that are being changed and create new payments. So if a settlement is
created for an existing payment of $1000.00 to split the payment into two $500.00 payments, the row in
C_DEBT_PAYMENT for the original payment is updated to include a value in the
C_SETTLEMENT_CANCEL_ID column. Two new rows are created in C_DEBT_PAYMENT with the payment
amounts of $500.00 and include a value in the C_SETTLEMENT_GENERATE_ID column. The two new
rows in the table do not include a value in the C_INVOICE_ID column which makes it difficult to tie these
payments back to the original invoice. I recommend we update the C_INVOICE_ID column for
settlements created for an invoice.
When the settlement is processed, the payments on the settlement are now eligible to be paid via a
bank statement or cash journal.
Bank Statements
Bank Statements are a collection of outgoing or incoming payments that will be paid or received
together from or into a single bank account. A Bank Statement contains a header and 0 to N lines. Each
line corresponds to a single payment.
The user can generate the lines of a bank statement by selecting from a list of invoices (Sales and
Purchase) and settlements. Settlements will display in the list without an invoice number. The user can
select payments based on several criteria including payment rules. Payment rules indicate the method
of payment for a particular payment – i.e. check, bank deposit, bank remittance, cash, etc.
When a bank statement is processed, the payments included in the bank statement are marked paid.
Cash Journals
Cash journals are similar to bank statements and can be used to mark payments or collections as paid
but are most commonly used for other types of general expenses or receivables.
When cash journal is processed, the payments included in the cash journal are marked paid.
Example of Outgoing Payments against a Purchase Invoice
A PO invoice (Invoice # 10000005) is created for a Purchaser Order with an amount due of $1050.00;
$1000.00 for product and $50.00 for taxes. The payment terms were Net 15. At the time of invoice
creation, a payment is created for the tax for $50.00. The invoice was then completed and one payment
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February 12, 2016
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in C_DEBT_PAYMENT was automatically created for the amount of $1000.00 due April 22, 2010 (15 days
after the invoice complete date).
I then created a settlement to divide the $1000.00 into two $500.00 payments one due on April 22 and
the other due April 29.
When the settlement was processed:

original payment of $1000.00 was updated (C_SETTLEMENT_CANCEL_ID column updated with
value, C_INVOICE_ID still has invoice #). The ISPAID flag remains N.

Two payments of $500.00 each were created (two rows inserted and
C_SETTLEMENT_GENERATE_ID column updated with value, C_INVOICE_ID is blank).

The $50.00 tax payment row was left unchanged and still contains the invoice # in the
C_INVOICE_ID column.
I then created a bank statement with 2 lines; one to pay the $50.00 tax and the other to pay the $500.00
payment due on April 22.
I then processed the bank statement and:

The ISPAID flag was set to Y for the $50.00 tax payment and the $500.00payment due on April
22.

The CANCEL_PROCESSED flag for both payments was set to Y.

The original $1000.00 payment that was generated when the invoice was completed ISPAID flag
is still N and its CANCEL_PROCESSED flag is also Y.
I then posted the bank statement which updates the GL.
I then created a cash journal for the second payment of $500.00 due on April 29. When I processed the
cash journal:

the ISPAID flag for the payment was set to Y

the CANCEL_PROCESSED flag was set to Y
I then posted the cash journal which updates the GL.
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February 12, 2016
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