Invoice payments - SAP ERP Tutorial

- [Instructor] You've moved cash directly through journal entries when we sold the building and distributed the cash. However you're more likely to do this in the banking module. All payments, both incoming and outgoing happen through this module. Though sometimes they can be launched directly from other modules. So let's look how payments from customers and vendors happen in SAP Business One. Now I'm going to start with customers. So let's suppose we get a check for Invoice 389. So I'm going to go over here to sales and I'm going to go to AR Invoice. And here's my AR Invoice, let's make it big enough so we can see it. And in here, I'm going to search for an invoice and we're going to go over here to 389, return, and here's a Maxi Tech invoice for $795 was total before discount. And it comes out to 842 after tax. So this is what we find. Now you'll see right here there's a little icon with a little payment means is what it's called. And it's got a little money back. There's also one at the top of the screen over here in your toolbar. Now if you hit that, it comes up with two windows. These are actually coming from the banking module. And what these two windows do, is they give you first of all what kind of cash you're using and what you're going to apply it to. So the first one is the payment means. And you'll see that there are different ways that you can pay. There's a check, there's a bank transfer, there's a credit card, there's cash. And each one of these, as you can see with the cash, has a general ledger account associated with it. So it says where this is going to go. Now I'm going to go back to checks here and you'll see again, there's the checking account clearing this is going to go into and there's a lot of information already here. A lot of that information comes in terms of the bank and all the account numbers and stuff like that, is coming from Maxi Tech itself from their business partner which we loaded in earlier in the payment means screen. Now I'm going to actually go over here to amount and I'm going to click on the amount here. And if I'm going to pay the whole amount all I have to do is go to copy balance due and it'll copy this and paste it in here for me. And that's what I want to do. So I'm all set here. If I need to add anything extra or change the check number I could do that, but I'm good to go here. I'm going to hit tab and you can see that my paid amount is now gone to 842, and my balance too has gone to zero and gone blank. Then we hit okay. Now I've got the cash. The question is what I'm going to do with it. And that's what the incoming payments screen does. And you could see here, that it has checked invoice 389. And so I'm set to go here and for a simple invoice all I got to do, is hit add, it says, you cannot change this document after edit because you're making a journal entry. So I'm going to go ahead and say, add. And I've made the journal entry. I can close this up and I'll show you one other example of this. And let's do one with cash. Now, the one place you might see cash load as an AR Invoice and Payment, so let's suppose we've got a one-time customer, who's going to buy a Rainbow Color Printer. Yeah, they're going to do the five. Okay. And they're going to pay cash for it. So this is all set to go. I can go down to my payment means, go to cash and do the same thing I just did and say we're going to pay the whole amount, right? Hit okay. This is going to be for school, so, I can go over here to tax code and make that exempt. And hopefully I've added everything for the invoice and it asks me "Can I change this?" I go yes. And you notice this time I didn't get anywhere to apply it to because it's being applied directly. So if you have one of these retail ones which tend to be the case for AR Invoice and Payment you're not going to get the apply screen cause it knows you're going to apply it directly to this one. So for a single invoice with a single check or for cash in a retail AR Invoice and Payment, this just pays off the invoice. Now I'm going to go close all this up. Now there's a few more situations where you might get payment and let's look at those next.