Payments

Payments are customers' payments against invoices recorded in BrewOS. By recording payments, BrewOS can show the real state of accounts receivable.

Recording payments manually is available only when the account's invoicing system is Maventa. When ProCountor, Netvisor or Fennoa is used, BrewOS fetches the payments from the accounting software automatically; see the section Payments fetched from accounting below. When Netbaron is used, or if no invoicing system has been chosen, the Record payment buttons and the Payments and Receivables tabs are not shown, and payments are followed in the accounting software. See Invoicing.

Before you start

A payment method is always chosen for a payment, so the account must have at least one payment method. Add payment methods under Settings > Payment methods (requires the owner role). The type options are Company's own bank account, Company's cash register and Invoice factoring service.

Recording a payment for a single invoice

1. Open an approved invoice that has an open amount.
2. Press Record payment at the top of the invoice. The button is not shown on a credited invoice or on an invoice marked as paid or void.
3. The top of the form shows the invoice's number, due date, grand total and open amount. Check the details in the form:
   • Booking date – today by default,
   • Amount – the invoice's open amount by default,
   • Payment method.
4. Press Record.

The payment is allocated to the invoice if the amount is at most the invoice's open amount. A smaller amount is recorded as a partial payment, and the remainder stays open on the invoice.

Note: if you record a larger amount for the invoice than its open amount, the payment is not allocated to the invoice at all. The invoice stays open, and the payment is shown as unallocated only on the Payments tab of the Invoicing section. So record an overpayment separately, not in the same payment as the invoice.

Combined payment for several invoices

A combined payment can cover several invoices, including invoices of different customers. It suits, for example, a situation where a finance company has bought several of your invoices and settles them at once, or where a customer pays several invoices with one payment.

1. Open invoicing > Payments and press Record payment.
2. Choose the Invoices to allocate from the list by clicking them. The list shows all invoices with an open amount. Clicking again deselects an invoice.
3. BrewOS fills the Amount field with the total of the chosen invoices and the Booking date field with the due date of the last invoice chosen. Correct the date if necessary.
4. Choose the Payment method and press Record.

In a combined payment, each chosen invoice is allocated its open amount. If a partial payment has already been recorded for the invoice, only the part still open after it is allocated.

Financing costs. If the amount settled is smaller than the total of the invoices (for example the finance company has deducted its fees), the difference is recorded as the payment's costs, and the invoices are still considered fully paid. First choose the invoices and then change the Amount field to the amount actually received; the difference is shown in the form on the row Booking difference (deducted financial expense). Choosing or deselecting an invoice resets the Amount field to the total of the chosen invoices.

The amount can also be corrected afterwards: open the recorded payment from the Payments tab and change the Payment (€) field. The difference moves to the Costs field.

Viewing and editing recorded payments

All recorded payments are shown on the invoicing > Payments tab: Date, Customer (or "several invoices" if the payment concerns invoices of several customers), Payment method, Paid and Invoices. The list can be sorted by the column headings.

Clicking a payment opens its details:

• Date, Payment method and Payment (€) can be edited. The payment's amount can be at most the amount allocated to invoices.
• Costs – the difference between the allocated amount and the payment. If you reduce the payment's amount, the difference moves to costs, and the allocations to invoices remain unchanged.
• To allocate – the payment and costs together.
• Allocated invoices – the invoices to which the payment has been allocated, and the amount allocated to each.

Save changes with the Save changes button.

A payment's allocations to invoices cannot be changed afterwards, and a recorded payment cannot be deleted. So check the chosen invoices before recording.

You can also see customer-specific payments on the Payments tab of the customer's page, see Customer invoicing. You can see customers' open balances on the invoicing > Receivables tab, see Invoicing.

If an invoice has been paid or settled so that there is no payment to record in BrewOS, mark it as paid or void on the invoice's page (⋯ menu > Mark as paid / void), see Invoicing.

Payments fetched from accounting

When the invoicing system is ProCountor, Netvisor or Fennoa, BrewOS automatically fetches the payment details of the invoices sent there:

• Payments received for an invoice are recorded in BrewOS as payments allocated to the invoice up to the invoice's open amount; an overpayment stays unallocated on the payment. The payment is recorded to a payment method of the type Company's own bank account; if the account does not have one, BrewOS creates a payment method called Pankkitili (bank account).
• Open invoices are checked every few hours, those that fell due more than 90 days ago once a week. Checking stops when the invoice has been paid, voided or written off as a credit loss in the accounting software.
• An invoice settled with a credit note or manually marked as paid in the accounting software is shown as paid, even though no payment is created for it.
• The invoice's heading shows its payment status: Paid, Partially paid, Open, Overdue, Void, Credit loss, Not fetched yet or Not tracked. An invoice marked by hand in BrewOS is shown as Marked as paid or Void.
• Payment details are fetched for all invoices sent to the accounting software regardless of their age. Invoices whose details have not yet been fetched are shown with the status Not fetched yet, and they are not included in the balances on the Receivables tab.
• If the accounting software prevents fetching payment details – for example the resource salespaymentlist.nv has not been allowed for BrewOS in Netvisor, or the credentials are no longer valid – a notice and instructions for fixing it are shown on the BrewOS home page, on the Payments tab and in the customer's invoice list. The Netvisor salespaymentlist.nv notice includes step-by-step instructions for adding the right, see also Netvisor. The notice disappears when the next fetch succeeds.
• If the accounting software provides the invoices' status but prevents fetching payment details (for example the ProCountor user who created the API key lacks the right to view sales invoices, or the resource salespaymentlist.nv has not been allowed in Netvisor), BrewOS still fetches the invoices' status: an invoice paid in the accounting software is shown as paid, but no payments are recorded, and a partially paid invoice is shown as open. The home page shows instructions for fixing the rights. Once the rights have been fixed, the payments of invoices already paid are also fetched within a week.
• If you have changed invoicing system, the payment details of invoices sent through the previous system are still fetched from there for as long as it accepts BrewOS's credentials. When the old system no longer accepts them (for example the subscription has ended), fetching its invoices stops without notice: the invoices are shown with the status Not tracked, and they are not included in the balances on the Receivables tab.
• Payments are not recorded manually: the Record payment button is not shown, so that the same payment is not recorded twice. Instead of the button, the Payments tab says which system the payments are fetched from.

The fetched payments are shown on the Payments tab of the Invoicing section and on the customer's Payments tab, and customers' open balances on the Receivables tab of the Invoicing section. The customer's invoice list shows the columns Payments and Open. The top of the invoice's page shows the invoice's payment status, open amount and payments.