Manage Payment of a Specific Invoice or Payment Document

Outcome

Information about the customer and the invoice or payment document to be paid is entered in the point of sale system and searched online in M3. The invoice or payment document is paid and a cash receipt is given to the customer. Sales information is uploaded to M3 with a point of sale interface. Accounts receivable and the general ledger are usually updated on a later occasion, but can sometimes be updated immediately.

The following files are updated:

• Sales ticket input file-OPSALE
• Accounts receivable ledger-FSLEDG
• General ledger-FGLEDG

Before you start

• Accounting types 100 and 101 must be defined in 'Accounting Type. Open' (CRS385).
• Accounting event OP35='Invoice payments' must be defined in 'Accounting Event. Open' (CRS375).
• The 'Invoice payments' FAM function must be selected in 'Settings - POS' (OPS700).
• A voucher number series for OP35 in 'FAM Function. Open' (CRS405) must be selected.
• For the payment of payment documents, number series type 52 must be defined in 'Number Series. Open' (CRS165).
• You can select 'Overpay control' in (OPS700) to manage overpayment of invoices during a transfer to FIM. Any portion of an invoice or credit note payment that exceeds the outstanding amount is considered overpayment and is treated as an on-account payment. Number series type 52 must be defined in (CRS165).
  Note: 'Overpay control' (IOPC) has a negative impact on the performance during a transfer to FIM.

Follow these steps

Information about the customer and the invoice or payment document to be paid is entered in the point of sale system and searched online in M3. The invoice or payment document is paid and a cash receipt is given to the customer.

1. The customer wants to pay an invoice or payment document

   The customer wants to pay an invoice or payment document at the point of sale in the shop.

2. Enter customer and an invoice or payment document information in the point of sale system

   Information about the customer number and the invoice or payment document is entered in the point of sale system.

3. Search M3 online through POS system and select the invoice or payment document to be paid

   M3 is searched online with the POS system to find or validate the invoice or payment document to be paid. You perform the search through the application programming interface 'Customer Order Invoice Interface' (OIS350MI) and you use the invoice number and invoice year as search values.

4. Enter the payment

   The invoice payment is entered in the point of sale system and a cash receipt is created.

   Cash Receipt No. 123457
   Customer No.	Invoice No.	Invoice year		Amount
   10001	1002	2004		500.00
   			Subtotal	500.00
   			Total	500.00
   VAT 0%			VAT	0.00

5. Set the payment document to 'paid'

   For a payment document that has been fully paid, the API transaction PaidPaymentDoc in OPS270MI (POS sales ticket interface) may be run to set the payment document to 'paid'. This releases any blocked logistics connected to the payment document and prints an advance invoice if the payment regards an advance payment document. This sets the outstanding amount to 0, and the status of the payment document is updated to 30 (ODHEAD). The status in the delivery table MHDISH is then set to 1, which means that the picking list can be released. For advance payment documents, the status in table OPRED is set to 75.

   Note: If the API is not run, the payment document is instead set to 'paid' when the uploaded sales information is transferred to FIM.

6. Upload sales information to M3

   After the payment is entered, it is uploaded to M3 through the point of sales application programming interface 'POS sales tickets interface' (OPS270MI). Two different transaction types are used:

   • Transaction type 4500=Payment of invoice
   • Transaction type 4590=Payments
   Note: 

   • The payment document number is sent in as if it is a regular invoice number.
   • Stock levels are not updated.
   • The update of general ledger and accounts receivable is sometimes performed immediately.

   The OPSALE sales ticket input file is updated as described in this table:

   Transaction type	Customer No.	Invoice No.	Invoice year	Payment method	VAT	Amount
   4500	10001	1002	2004		0.00	500.00
   4590				Cash (CSH)		500.00

7. Update accounts receivable and the general ledger

   Accounts receivable and the general ledger are updated in batch through 'POS Sales Ticket. Update' (OPS280). The 'Financial interface' parameter in (OPS280) must be selected before the batch is run.

   Transaction type 4500='Payment of invoice' is used to determine how the update of accounts receivable and the general ledger is performed. The original invoice is marked as paid.

   For payment documents, a record to the customer's credit is created in the accounts receivable. This record represents the payment on the payment document. It contains the payment document number and the payment document year as additional information. This record is automatically matched against an invoice, or an advance invoice, if the payment was received for an advance payment document.

   Note: If the payment document has not already been set to 'paid', this is done at this stage if the payment document has been fully paid.
   Note: Sales statistics are not updated.

   In the general ledger (FGLEDG), these accounting events and accounting types are created:

   Account. event	Account. type	Cust. No.	Amount	Inv. No.	Inv. year	Bank operation
   OP35	101		500.00			47 (Master Card)
   OI20	100	10001	–500.00	1002	2004

   Note: A bank operation is retrieved from the selected payment method.