Manual payments (window)

Economy > Manual payments

Invoice payments are registered in this window. For more information, seeRegistering payments for invoices 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.

Payment occasion

Function	Description
Region	The 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.
Date	The date on which the payment was made.

Payment

Function	Description
Invoice	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	Shows the outstanding amount on the invoice. If this is the amount to be registered, click on Accept. Otherwise, enter the amount that has been paid. Any payments previously registered for the invoice are shown under Invoice payments at the bottom right of the window. Check that all the amounts and totals in the window are correct, and also correspond to the notification, before clicking on Accept.
Customer currency	Displayed only if the currency on the invoice differs from the default currency in Opter. Shows the outstanding amount on the invoice in the currency in which the invoice is issued.
Exchange rate + ...	Displayed only if the currency on the invoice differs from the default currency in Opter. The exchange rate that applied when the invoice was created. The ... button opens the window Currencies. If you change the amount in Paid or the customer currency field, the exchange rate will be recalculated.

Advance

Function	Description
Default currency Customer currency	If the customer has an advance, the amount of the advance is shown here. The customer’s currency is only displayed if it differs from the default currency in Opter.
Export all advances	Click on to export all the advances for each customer to an Excel file.

Function

Description

Default currency

Customer currency

If the customer has an advance, the amount of the advance is shown here. The customer’s currency is only displayed if it differs from the default currency in Opter.

Export all advances

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

Search

Here you can search for a customer, or a customer and an amount, to view a list of invoices and payments.

Function	Description
Customer code	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.
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.

Function

Description

Customer code

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.

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.

Invoice list

A list of invoices that match the search criteria specified is displayed in the middle of the window.

Columns

Column	Description
Invoice	Invoice number.
Invoice type	The type of invoice, for example manual invoice, correction invoice or interest invoice.
Customer code	Customer code.
Customer	Customer’s name.
Date	Invoice 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 Payment is the same as the amount in Remaining, the invoice will be marked as fully paid when you click on Accept. If the amount in Payment is lower than the amount in Remaining, the invoice will be recorded as partially paid when you click on Accept. 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 lower than the amount in Paid, i.e. if the customer has paid more than the amount shown on the invoice, an overpayment is 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 you have entered an amount in Payment that is lower than the amount in Remaining. If the amount in Payment is higher than the amount in Paid, and if there is no advance payment or write-down to cover the difference, the payment cannot be recorded.
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 no advance payment has been made, or if the advance payment does not cover the entire difference, Opter may suggest an amount of Depreciation. 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 fees	Enter any bank fees here.
Exchange losses	Shows any exchange rate losses if the customer’s currency differs from the default currency in Opter. Capital gains are shown with a minus sign in front of the amount.
Bank account	The amount paid into the bank account. Opter helps you work out the total by subtracting any amounts in columns Depreciation, Bank fees and Exchange losses from the amount in Payment.
Comment	Invoice type and invoice number.

Below the list

Function	Description
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 paid	This field shows the amount registered as paid. : The payment can be registered. The symbol appears if the amounts in Paid, Remaining and Payment 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 column Payment is higher than the amount in field Paid, and if there is no advance payment or write-down to cover the difference. : The payment can be recorded, and an advance payment will be created. The symbol appears if the amount in field Paid is higher than the figure shown in the column Payment. Any excess amount paid is recorded as an advance payment and can be used to settle future invoices. The advance payment is shown as a negative amount in the field Used advance. The invoice is registered as fully paid and the advance will be created when Accept is clicked.

Function

Description

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 paid

This field shows the amount registered as paid.

: The payment can be registered. The symbol appears if the amounts in Paid, Remaining and Payment 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 column Payment is higher than the amount in field Paid, and if there is no advance payment or write-down to cover the difference.

: The payment can be recorded, and an advance payment will be created. The symbol appears if the amount in field Paid is higher than the figure shown in the column Payment. Any excess amount paid is recorded as an advance payment and can be used to settle future invoices. The advance payment is shown as a negative amount in the field Used advance. The invoice is registered as fully paid and the advance will be created when Accept is clicked.

Payments and Invoice payments

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.

Manual payments (window)

In this article

Payment occasion

Payment

Advance

Search

Invoice list

Columns

Below the list

Payments and Invoice payments

See also