Types of debtor payments - Knowledge Base Office Maker / BiblioMaker

Different types of debtor payments are available, and you can choose from them when manually entering payments. For readability reasons, each Payment Type is associated with a two-letter code, used by the program when displaying in the main window or when printing some documents. These types and their codes are detailed in the following table.

Payment Type	Code	Observation
Simple payment	PS	The eventual balance due remains payable.
Discount remainder	PD	If the amount paid is less than the balance, the amount discounted is carried forward to the Difference field.
Increase surplus	PA	If the amount paid is greater than the balance, the increased amount is carried forward to the Difference field.
Part payment	PP	Allows you to manage Payments by installments.
Advance	AV	Add the amount paid to the Total Advances field of the Customer Address record.
Reduction on advances	RA	Enables you to enter a Payment using the available amount of the customer’s advances, accumulated in the Total Advances field.
Reimb. on credit note	RC	Allows you to settle a Credit Note that you are repaying directly.
Loss on debtor	LS	Cancels Unpaid Invoices of insolvent customers; reminders will no longer be printed.
Credit note	CN	Payment of an Invoice by a Credit Note.
Compensation	CO	Payment generated by a Compensation.

Advances

If you do not select any item in the scrolling area, the only payment type possible will be the Advance type. Simply enter the Amount paid and click Validate. The amounts recorded as advance payments are added to the Advances field of the customer’s Address record and can then be used to pay Invoices.

Simple Payment

To record the Payment of an Invoice, simply select the Invoice concerned in the scrolling area and click on the Use button. The letter U is displayed, as a reminder, to the left of the line selected.

The values of the fields of the Payment record to be created are proposed at the bottom of the window. The Balance of the Invoice is automatically transferred to the Amount paid field. If it is indeed a simple Payment, simply click on Validate to record the Payment and settle the Invoice.

Discount the remainder

It is of course possible to modify the values of the fields before validating. In some cases, the Payment Type must be specified using the radio buttons. Only logical values can be chosen, depending on the document(s) used and the values entered.

Example: the Invoice “used” has a debit balance of CHF 8,910.00, but the content of the Amount paid field has been modified and contains the value 8,900.00.

If the Payment Type is kept as Simple payment, the balance of CHF 10.00 remains due and may be subject to reminders. In this case, the type of Payment the remainder could be chosen, which would have the effect of settling the Invoice.

Reduction on advances

Let’s continue with this example by recording a Simple Payment. By selecting this Invoice again and clicking the Use button, the balance of CHF 10.00 could be settled by choosing Reduction on advances as the Payment Type.

Advance amounts recorded are added to the Advances field of the customer’s Address record and can then be used to pay Invoices.

The Invoice can then be settled, the amount of CHF 10.00 being deducted from the Advances field of the customer. The value of this section is therefore always the amount available on the total of the recorded advances.

This type should also be chosen in the case where you are simply repaying advances to a customer. In this case, no document should be “used” in the scroll area.

Credit note

If a Credit Note is available, it can be assigned to the payment of an Invoice. In this case, after selecting the Invoice to be used, do the same with the Credit Note: select it in the scroll area and click the Use button. The letter U is displayed to the left of the selected line as a reminder.

After confirming, the Invoice Balance is reduced by the amount of the Credit Note. If there is a residual balance, it remains due. If the amount of the Credit Note is greater than the Invoice Balance, the Invoice is cleared and the Credit Note has a residual balance, which can be used to pay another Invoice.

The Payment generated by this operation is of Type CN.

Reimb. on credit note

It may happen that a customer who no longer has any open Invoices requests a refund of a Credit Note. This situation corresponds to the Type Remb. on credit note. In this case, the created Payment record corresponds to this refund. At the accounting level, this amount will be calculated as negative.

Increase surplus

The type Increase surplus corresponds to the not so common case where you record a Payment with a Payment amount that is higher than the Balance of the Invoice it concerns.

Loss on debtor

Finally, the type Loss on debtor allows you to no longer take into account the Invoices for which you do not expect any payment, for example in the event of the debtor’s definitive insolvency.

If you enter a record of this type (and if you subsequently export the data to an accounting software), you must indicate, in the Account field, the number of an account “Loss on debtors” defined in the Chart of accounts file.