Last updated: 25.07.2023

Valid from: 2022.12.00 and later

Manual payments, window

Economy > Manual payments

Invoice payments are registered in this window. For more information, seeRegistering payment for an invoice Payments can only be registered for invoices that are in closed invoice periods. It is also possible to search for payments and delete payments in this window. Payments will be booked in accordance with the settings in Economy > Accounts receivable account coding charts.

Parts of the window

FunctionDescription
RegionThe region to which the payment applies. If account coding is not done by region, select [None].
Bank account

The type of bank account to which the payment has been made.

DateThe date on which the payment was made.
FunctionDescription

Invoice +

Search

The number of the invoice for which a payment is to be registered or payments searched for. It is also possible to search by pressing Enter.

Paid +

Accept

This field shows what remains to be paid on the invoice. If this is the amount to be registered, click on Accept. Otherwise, enter the amount paid and click on Accept.

Note:

Check that all the amounts and totals in the window are correct, and also correspond to the notification, before clicking on Accept.

Any payments previously registered for the invoice are shown under Invoice payments at the bottom right of the window.

Customer currency

This field shows what remains to be paid on the invoice. If this is the amount to be registered, click on Accept. Otherwise, enter the amount paid and click on Accept.

Note:

Check that all the amounts and totals in the window are correct, and also correspond to the notification, before clicking on Accept.

Any payments previously registered for the invoice are shown under Invoice payments at the bottom right of the window.

This field is only displayed if the customer currency is different from the default currency in Opter.

Exchange rate

The exchange rate that applied when the invoice was created.

Note:

If the amount in Paid or the customer currency field above is changed, the exchange rate will be recalculated.

This field is only displayed if the customer currency is different from the default currency in Opter.

Opens the Currencies window.

This button is only displayed if the customer currency differs from the default currency in Opter.

FunctionDescription
System currency in OpterIf the customer has an advance, the amount of the advance is shown here.
Customer currency

If the customer has an advance, the amount of the advance is shown here.

This field is only displayed if the customer currency is different from the default currency in Opter.

Export all advancesClick on to export all the advances for each customer to an Excel file.

You can search here for a customer or a customer and an amount to obtain a list of invoices and payments.

FunctionDescription

Customer code +

Search

Enter the code of the customer you want to search for and click on Search or press Enter. If the customer has invoices that are not yet fully paid, they will be displayed in the invoice list in the middle of the window.

Pick

Opens the Search customers window, where it is possible to search by customer code, name, address or corporate ID number. For more information, see Search customers, window.

Amount

Enter the amount to be searched for and click on Search or press Enter.

It is possible to search using both the customer code and amount. If there are invoices that are not yet fully paid that match the customer and the amount, they will be displayed in the invoice list in the middle of the window.

A list of invoices that match the search criteria specified is displayed in the middle of the window. If the customer’s currency is not the same as the default currency in Opter, more fields will be displayed.

Columns

ColumnDescription
InvoiceInvoice number.
Invoice typeThe type of invoice, for example manual invoice, correction invoice or interest invoice.
Customer code

Customer code.

CustomerCustomer’s name.
DateInvoice date.
Due date

The date by which the invoice must be paid.

If late payment warnings have been enabled, the due date will have a red background if the number of days has been exceeded. For more information, see Displaying a warning for unpaid invoices and credit limit exceeded.

Amount

Invoice amount in the Opter default currency.

If the customer currency differs from the default currency, the invoice amount in the customer currency is also displayed on the row below.

Remaining

Remaining amount to be paid on the invoice.

If the customer currency differs from the default currency, the remaining amount in the customer currency is also displayed on the row below.

Payment

Enter the amount to be registered as paid here.

  • If the amount in the Payment field is equal to the amount in the Remaining field, the invoice is registered as fully paid when Accept is clicked.

  • If the amount in the Payment field is equal to the amount in the Remaining field, the invoice is registered as partially paid when Accept is clicked. However, the invoice can be registered as fully paid if there is an advance to cover the difference and/or it is written down.

  • If the amount in Payment is less than the amount in Paid, an advance will be created for the difference. The amount of the advance is shown in the Used advance field with a minus sign in front of it. The invoice is registered as fully or partially paid and the advance will be created when Accept is clicked. The invoice will only be partially paid if an amount has been entered in the Payment field that is lower than the amount in Remaining.

  • If the amount in the Payment field is higher than the amount in the Paid field, and if there is no advance payment and/or any depreciation does not cover the difference, the payment cannot be registered.

Depreciation

Enter any depreciation amount here.

If the amount in Paid is lower than the amount remaining to be paid on the invoice, Opter suggests using any advance payments (this is shown in the Used advance field). If there is no advance or if the advance does not cover all the difference, Opter can suggest an amount in the Depreciation field.

The maximum depreciation amount is set for each invoice in the Accepted invoice deviation field on the Invoice payments tab of the office settings.

Bank feesEnter any bank fees here.
Exchange losses

Any exchange rate loss is shown here. Exchange rate gains are shown with a minus sign in front of the amount.

This field is only displayed if the customer currency is different from the default currency in Opter.

Bank accountThe amount paid into the bank account. Opter helps calculate the amount by subtracting any amounts in the Depreciation, Bank fees and Exchange losses fields from the amount in the Payment field.
CommentInvoice type and invoice number.

Below the list

FunctionDescription

Used advance

If an advance will be created or used, this is displayed in the Used advance field as follows:

  • If the amount in Paid is higher than the amount in Payment and the excess amount paid will create an advance. The excess amount paid is displayed in the Used advance field with a minus sign in front of the amount.

  • If the Paid amount is lower than the Remaining amount, Opter suggests using any available advance in the first instance. If there is an advance to cover the difference, the amount of the advance is displayed in the Used advance field.

If the customer currency differs from the default currency, the amount in the customer currency is also displayed on the row below.

Amount paidThis field shows the amount registered as paid.

The payment can be registered.

The symbol is displayed if the amounts in the Paid, Remaining and Payment fields are equal. The invoice is registered as fully paid when Accept is clicked.

The payment cannot be registered.

The symbol is displayed if the amount in the Payment field is higher than the amount in the Paid field, and if there is no advance payment and/or any depreciation that covers the difference.

The payment can be registered, but will create an advance.

The symbol is displayed if the amount in the Paid field is higher than the amount in the Payment field and the excess amount paid will create an advance. The excess amount is displayed in the Used advance field with a minus sign in front of the amount. The invoice is registered as fully paid and the advance will be created when Accept is clicked.

Under Payments payments made to the bank account on the date selected under Payment occasion are displayed. Under Invoice payments payments for the invoice searched for under Payment are displayed. So the payments shown in the different lists are not the same. Above the lists, the sum of the payments registered in each list is displayed.

Each payment is displayed as a yellow block with info about the bank account, payment date, amount and invoice number. Deleted payments are displayed as pink blocks and are labelled . Click on a payment to see how the account coding has been done and which sales ledger export it is part of:

  • Created: Date and time at which the payment was registered.

  • Exported: The sales ledger export that contains the payment, if it has been exported. For example, if “17” is displayed, this means that the payment is in sales ledger export number 17.

  • Delete exported:  If a registered payment has been exported to your accounting software via the sales ledger export, and if the payment is then deleted, a counter entry with the date of the original payment is created. The counter-entry is exported in the next sales ledger export. For example, if “18” is displayed, this means that the deleted payment’s counter entry is in sales ledger export number 18.

A payment can be deleted by right-clicking on it. For more information, see Deleting a registered payment.

See also