When the purchase and sales transaction invoice is recorded, the document of the payment transaction is also recorded and tracked in the debt tracking system. One of the Cash, Check, P. Note, Credit Card or Shop options must be selected in the Payment Type field located in the Trade Info tab of the AR/AP in order to use the Automatic Payment feature. In other words, automatic payment can not be used if Do Not Process is selected.
The section default to be used in collection and automatic payment is specified using the Used In Automatic Payment/Collection parameter located in the Purchasing Parameters of the Administration section. This parameter contains Safe Deposit and Administration options.
When the Purchase Invoices and Purchase Return Invoices are recorded, the payment transaction is also recorded depending on the selection made at the Payment Type field of the AR/AP. The Payment Type field contains the following options:
- Do Not Process
- Cash, Check
- P. Note
- Credit Card
- Shop Card
Cash Payments: When Cash is selected as the Payment Type, the AR/AP Collection window is opened for the AR/AP slips in the Safe Deposit or Administration. When the information displayed in the window is recorded, the payment information of the Purchase Invoice is recorded.
In Purchase Return Invoices, the Safe Deposit generates a Cash Payment Slip automatically. The payment information is recorded after the user's confirmation.
If a Payment Plan is connected to the invoice, and a payment exists at the Invoice Date, the Cash Collection Slip is displayed. The amount of the Cash Collection Slip is equal to the payment amount at the invoice date.
Payments With Check: When Check is selected as the Payment Type of the AR/AP, the Check Received window is displayed if a Purchase Invoice that does not use a Payment Plan is recorded. The check record for the invoice amount is displayed in the slip lines. The due date of the check indicates the invoice date.
If a Payment Plan is used in the invoice, a check is issued according to the due dates specified in the Payment Plan. The check amounts are equal to payment amounts.
Payments With P. Note: When P. Note is selected as the Payment Type, the P.Note Received window is displayed if a Purchase Invoice that does not use a Payment Plan is recorded. The P. Note record for the invoice amount is displayed in the slip lines. The due date of the P. Note indicates the invoice date.
If a Payment Plan is used in the invoice, a P. Note is issued according to the due dates specified in the Payment Plan. The P. Note amounts are equal to payment amounts.
Payments With Credit Card: The back payment plan is specified by generating a Credit Card Slip for the payment transaction of the invoice amount. Once the payment transactions are generated, it is specified whether or not the back payment plans will be applied depending on the default of Apply Insp. Payment Plan on Payment Trans. parameter. This parameter is located in the Purchasing Parameters of the Administration section.
If the value of Apply Insp. Payment Plan on Payment Trans. parameter is Yes, the related Back Payment Plan is applied to the payment transactions of which the Payment Type is Credit Card and for which a Back Payment Plan is selected. In this case, the calculation is made according to the selection made from Distribute to Unit Prices, Add surcharge line or Block options of If Payment Amount is Greater Than Invoice Amount parameter located in the Definitions menu of the Administration section.
If the value of Apply Insp. Payment Plan on Payment Trans. parameter is No, the Back Payment Plan is not automatically applied. Payment transactions (Partially/Average) option located in the right mouse button menu of the Purchase Invoice window is clicked. "Apply Back Payment Plan" option is selected from the right mouse button menu of Payment Transactions window that opens. Back Payment Plan Application window is displayed, and the requested Back Payment Plan is selected. In this way, the total credit card payment is divided according to the Back Payment Plan and new payment transactions are generated with the Credit Card payment type.
When the back payment plan is applied, the payment amount can also change in addition to the due dates. This change is originated from the value of the Amount Calculation Parameter defined in the lines of the Back Payment Plan.
- If the parameter value is Gross the amount of the new payment transaction is calculated by applying the formula defined in the line of the Back Payment Plan.
- If the parameter value is Due Date Difference Commission Included, the Rate defined in the line of the Back Payment Plan is added to the gross amount. For example, if the payment transaction calculated with the formula is 10.000.000 and the due date difference commission is 5%, the payment amount is (1+(5/100) *10.000.000) = 10.500.000
- If the parameter value is Bank Commission Rates Included, the Service and Point commissions defined in the line of the Back Payment Plan are added (Rate) and the new payment amount is calculated with the Gross Amount/(1-Rate/100) formula.
- If the parameter value is Only Point Commission Included, the Point commission defined in the line of the Back Payment is found and the new payment amount is calculated with the Gross Amount/(1-Point Commission Rate/100) formula.
- If the parameter value is Only Service Commission Included, the Service commission defined in the line of the Back Payment is found and the new payment amount is calculated with the Gross Amount/(1-Service Commission Rate/100) formula.
The transactions on the invoice with the same date, payment type, bank account, point commission, service commission, due date difference commission and transaction currency are combined to generate a single payment transaction.
When "Do Not Process" is selected in the Payment Type field, no payment window is displayed when the Purchase Invoice is recorded. Therefore, the method of the debt closing operation is specified in the Debt Tracking window.
The AR/AP debt tracking and closing information of the invoice is listed using Debt Tracking option located in the right mouse button menu of the Invoices window. The Cash collection, Cash payment, Check Received, P. Note Received, Checks Issued and P. Notes Issued operations generated according to the Payment Type selected when the Purchase Invoice is recorded are automatically connected to the relevant invoice in the Debt Tracking window.