Managing Payments for ERPLY Users

 

This manual explains how ERPLY users can manage customer payments in ERPLY Books. It covers the different ways in which payments can be received from and settled with customers.

 

Bank Payments for Invoices

When a customer pays an invoice through a bank, select the payment in the Bank Import module, set the payment type to “Sales Invoice”, and click “Find Paid Invoice(s)”.

A new window will open. Select the relevant invoices and click “Link Payment to Invoice(s)”.

 

Bank Payments for Credit Invoices

Select the payment in the Bank Import module and change its type to “Sales Invoice”.

When money is paid to a customer based on a credit invoice, you must indicate that the transaction relates to a sales invoice rather than another type of outgoing payment. Follow the same process for a purchase credit invoice.

Invoice Payments Received Outside the Bank

Payments may also be received through:

  • cash;
  • bank card;
  • gift card;
  • banks that are not supported by ERPLY Books;
  • offsetting;
  • credit invoices;
  • other payment methods.

For these payments, go to “Sales” -> “Sales Invoices” -> “Unpaid Invoices”, select the invoice, click “Add Payment”, and enter the payment details.

NB! If several invoices are paid at once, open the Bank Import module and select “Add Income Manually” from the list of banks.

 

Adding a Prepayment

A prepayment can arise in three different situations.

1. Prepayment Arising From an Invoice

If an invoice is overpaid, you must decide whether to separate the prepayment from the invoice or leave it linked to the invoice.

If you do not want to separate it, simply link the payment to the invoice in the Bank Import or Unpaid Invoices module.

If you want to separate it:

  • Bank payment: Link the payment to the invoice in the Bank Import module. Then click “Add Activity” and add the prepayment on the second row.
  • Non-bank payment: In the Unpaid Invoices module, add a payment to the invoice for the amount that covers the invoice. Then add a separate prepayment to the customer. This creates two payments in total.

2. Prepayment Without a Document

  • In the Bank Import module, do not search for invoices. Instead, select the customer in the customer field.
  • For a non-bank payment, open the Unpaid Invoices module and click “Add Payment” without selecting an invoice. Select the customer and enter the amount.

3. Prepayment for a Prepayment Invoice or Order

To link a prepayment to a prepayment invoice or order, right-click the payment in the Bank Import module and select either:

  • “Find Paid Invoices (Order)”; or
  • “Find Paid Invoices (Prepayment Invoice)”.

 

Using a Prepayment

A prepayment can be used in two ways.

1. Apply the Prepayment

Go to the Unpaid Invoices module, select the invoice, and click “Link With Prepayment”.

2. Remove the Prepayment and Add a New Payment

This method is necessary when using a prepayment from a previous accounting period.

  • Add a refund to the customer using the date on which the prepayment is applied.
  • Add a payment to the invoice using the same date.

NB! The second method is recommended when using prepayments from a locked accounting period.

Linking an Order to a Payment

This section describes how to use orders in ERPLY Inventory and link them to payments in ERPLY Books.

The order of the steps is important. First, make sure that orders are synchronized from ERPLY Inventory to ERPLY Books. To do this, activate rule number 25 under the ERPLY POS & Inventory settings:

“Settings” -> “ERPLY POS & Inventory Settings”

This rule synchronizes ERPLY Inventory orders with ERPLY Books.

After activating the rule, save the changes, log out of your account, and then log back in.

 

Process Description

Once an order has been synchronized from ERPLY Inventory to ERPLY Books, you can link a payment to the order in ERPLY Books. The payment will then be transferred automatically to the corresponding order in ERPLY Inventory.

Make sure that the order is not converted into an invoice in ERPLY Inventory before the payment has been linked to the order in ERPLY Books. Only then will the payment be transferred automatically to the invoice.

If the order is converted into an invoice in ERPLY Inventory before the payment has been linked, the payment will remain linked only to the order and not to the invoice.

When the steps are completed in the correct order, the invoice and its payment will be synchronized back to ERPLY Books.

 

Selecting a Payment Method Based on Currency

If you want the payment method to be selected according to the currency, you can add a special rule under “Set Parameters for ERPLY Sync”.

  1. Open “Set Parameters for ERPLY Sync” from the dashboard.
  2. Add a new row with the following information:

Rule: PARAM_REPLACE_PAYMENT_TYPE

  • Value: ID of the payment type in ERPLY Inventory
  • AlternativeValue: Currency, for example EUR or SEK
  • AlternativeValue2: Enter the ID of the payment type in ERPLY Inventory
  • AlternativeValue3: Description
  • AlternativeValue4: If set to true, this payment type will be replaced with the one used for the main currency
  1. Save the changes, log out of your account, and then log back in.

 

Refunding Money

Money can be refunded in the following situations.

Refunding a Payment Made for an Invoice

Through the Bank Import module

The system assumes that an outgoing payment may be related to a purchase invoice, another expense, a loan payment, or a similar transaction. Therefore, it does not offer the option to link the payment to a sales invoice by default.

In the upper-right corner of the Bank Import module, set the transaction type to “Sales Invoice”. Then link the payment to the invoice in the same way as in a regular bank import.

If the invoice has already been paid in full, select “Show All” in the “Which to show” field to find it.

For a non-bank payment

Open the Unpaid Invoices module and find the relevant invoice. If the invoice has already been paid in full, select “Show All” in the “Which to show” field.

Refunding a Prepayment Not Linked to an Order or Prepayment Invoice

Open the Unpaid Invoices module and add a prepayment to the customer with a negative amount.

This transaction is not supported in the Bank Import module.

NB! If you are refunding money for a prepayment or order that has already been used, proceed as follows:

  • If ERPLY transferred the entire remaining amount to the created invoice, add a negative payment to the invoice.
  • If ERPLY left the prepayment linked to the prepayment invoice, open the prepayment invoice in ERPLY, click “Add Payment”, and enter a negative payment.
  • If ERPLY divided the payment into two parts and the remaining prepayment is not linked to any document, you can process it in ERPLY Books by adding a negative prepayment in the Unpaid Invoices module.

Refunding a Prepayment Invoice or Order

ERPLY Books does not support this transaction. Open the order in ERPLY Inventory and add a negative payment.

Transferring an Invoice Prepayment to the Customer

If an invoice has been overpaid and contains a prepayment, you can transfer the amount to the customer’s general prepayment balance. It can then be used to cover the customer’s other unpaid invoices.

First, remove the prepayment from the invoice by adding a negative payment to the invoice for the corresponding amount. Then add a positive prepayment directly to the customer.

To do this, open the Unpaid Invoices module and click “Add Payment” without selecting an invoice.

Settle Sales and Purchase Invoices

Search for “Settle Sales and Purchase Invoices” on the ERPLY Books dashboard.

Select the offsetting date, select the sales invoices, then select the purchase invoices and confirm the result.

NB! This method is intended for situations in which you submit an offsetting request to a party who is both your customer and supplier.

If the other party sends you an offsetting proposal that does not match the result automatically calculated by ERPLY Books, manually add payments to the relevant purchase and sales invoices using the offsetting account.

Offsetting a Sales Invoice and a Credit Invoice

Open the Unpaid Invoices module and add a payment to the sales invoice using the offsetting account. Add a corresponding payment with a negative amount to the credit invoice.