Entry and Payment Lifecycle
← About Receivables and Payables
As payment and settlement progress, the amount values and statuses of entries, entry items and payments change. This article illustrates a number of common use cases.
Create and Settle Entry
This example shows the behavior in the following simple use case:
- Create an entry that represents a receivable,
- Trigger a payment operation,
- Collect the money, and
- Settle the receivable.
| Step | Entry | Entry Item | Payment |
|---|---|---|---|
| Create entry | Status = Open Open amount = 100 Expected amount = 0 Assigned amount = 0 Outstanding amount = 100 |
||
| Trigger payment Creates payment and entry item |
Status = Open Open amount = 100 Expected amount = -100 Assigned amount = 0 Outstanding amount = 100 |
Expected amount = -100 Assigned Amount = 0 |
Status = Pending Open amount = -100 Collected amount = 0 Assigned amount = 0 Available Amount = 0 |
| Collect payment Not "tangible", intermediate state during processing only |
Status = Open Open amount = 100 Expected amount = -100 Assigned amount = 0 Outstanding amount = 100 |
Expected amount = -100 Assigned Amount = 0 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = 0 Available Amount = -100 |
| Settle entry and payment | Status = Balanced Open amount = 100 Expected amount = 0 Assigned amount = -100 Outstanding amount = 0 |
Expected amount = 0 Assigned Amount = -100 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -100 Available Amount = 0 |
Cancel Entry
This example shows the behavior when canceling an entry:
- Create an entry that represents a receivable,
- Trigger a payment operation,
- Collect the money,
- Settle the receivable, and
- Cancel the entry.
| Step | Entry | Entry Item | Payment |
|---|---|---|---|
| Create entry | Status = Open Open amount = 100 Expected amount = 0 Assigned amount = 0 Outstanding amount = 100 |
||
| Trigger payment Creates payment and entry item |
Status = Open Open amount = 100 Expected amount = -100 Assigned amount = 0 Outstanding amount = 100 |
Expected amount = -100 Assigned Amount = 0 |
Status = Pending Open amount = -100 Collected amount = 0 Assigned amount = 0 Available Amount = 0 |
| Collect payment Not "tangible", intermediate state during processing only |
Status = Open Open amount = 100 Expected amount = -100 Assigned amount = 0 Outstanding amount = 100 |
Expected amount = -100 Assigned Amount = 0 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = 0 Available Amount = -100 |
| Settle entry and payment | Status = Balanced Open amount = 100 Expected amount = 0 Assigned amount = -100 Outstanding amount = 0 |
Expected amount = 0 Assigned Amount = -100 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -100 Available Amount = 0 |
| Cancel entry | Status = Canceled Open amount = 0 Expected amount = 0 Assigned amount = 0 Outstanding amount = 0 |
Expected amount = 0 Assigned Amount = 0 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = 0 Available Amount = -100 |
After the cancellation, the defined credit balance strategy is applied to the related payments.
| Credit Balance Strategy | Payment | Refund |
|---|---|---|
| Future Settlement (default) | Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = 0 Available Amount = -100 Blocked Amount = 0 |
|
| Prepared Refund | Status = Collected Open amount = 0 Collected amount = 0 Assigned amount = 0 Available Amount = 0 Blocked Amount = 100 |
Status = Prepared Open amount = 100 Refunded amount = 0 Refund method = Direct Refund |
| Direct Refund | Status = Collected Open amount = 0 Collected amount = 0 Assigned amount = 0 Available Amount = 0 Blocked Amount = 100 |
Status = Approved Open amount = 100 Refunded amount = 0 Refund method = Direct Refund |
Reduce Entry
This example shows the behavior when reducing an entry:
- Create an entry that represents a receivable,
- Trigger a payment operation,
- Collect the money,
- Settle the receivable, and
- Reduce the entry.
| Step | Entry | Entry Item | Payment |
|---|---|---|---|
| Create entry | Status = Open Open amount = 100 Expected amount = 0 Assigned amount = 0 Outstanding amount = 100 |
||
| Trigger payment Creates payment and entry item |
Status = Open Open amount = 100 Expected amount = -100 Assigned amount = 0 Outstanding amount = 100 |
Expected amount = -100 Assigned Amount = 0 |
Status = Pending Open amount = -100 Collected amount = 0 Assigned amount = 0 Available Amount = 0 |
| Collect payment Not "tangible", intermediate state during processing only |
Status = Open Open amount = 100 Expected amount = -100 Assigned amount = 0 Outstanding amount = 100 |
Expected amount = -100 Assigned Amount = 0 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = 0 Available Amount = -100 |
| Settle entry and payment | Status = Balanced Open amount = 100 Expected amount = 0 Assigned amount = -100 Outstanding amount = 0 |
Expected amount = 0 Assigned Amount = -100 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -100 Available Amount = 0 |
| Reduce entry | Status = Balanced Reduction amount = -20 Open amount = 80 Expected amount = 0 Assigned amount = 80 Outstanding amount = 0 |
Expected amount = 0 Assigned Amount = 80 |
Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -80 Available Amount = -20 |
After the reduction, the defined credit balance strategy is applied to the related payments.
| Credit Balance Strategy | Payment | Refund |
|---|---|---|
| Future Settlement | Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -80 Available Amount = -20 Blocked Amount = 0 |
|
| Prepared Refund (default) | Status = Collected Open amount = -80 Collected amount = -100 Assigned amount = -80 Available Amount = 0 Blocked Amount = 20 |
Status = Prepared Open amount = 20 Refunded amount = 0 Refund method = Direct Refund |
| Direct Refund | Status = Collected Open amount = -80 Collected amount = -100 Assigned amount = -80 Available Amount = 0 Blocked Amount = 20 |
Status = Approved Open amount = 20 Refunded amount = 0 Refund method = Direct Refund |
Settle Entries
This example shows the behavior when settling two entries:
- Create an entry that represents a receivable,
- Create an entry that represents a payable,
- Settle the receivable with the payable entry.
| Step | Entry |
|---|---|
| Create debit entry | Status = Open Open amount = -100 Expected amount = -100 Assigned amount = 0 Outstanding amount = -100 |
| Create credit entry | Status = Open Open amount = 100 Expected amount = 100 Assigned amount = 0 Outstanding amount = 100 |
| Settle both entries | Debit Entry: Status = Balanced Open amount = 0 Reduction amount = 100 Credit Entry: Status = Balanced Open amount = 0 Reduction amount = -100 |
If there is already a payment associated to the receivable, the defined credit balance strategy is applied to it after the settlement.
| Credit Balance Strategy | Payment | Refund |
|---|---|---|
| Future Settlement | Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = 0 Available Amount = -100 Blocked Amount = 0 |
|
| Prepared Refund (default) | Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -100 Available Amount = 0 Blocked Amount = 100 |
Status = Prepared Open amount = 100 Refunded amount = 0 Refund method = Direct Refund |
| Direct Refund | Status = Collected Open amount = -100 Collected amount = -100 Assigned amount = -100 Available Amount = 0 Blocked Amount = 100 |
Status = Approved Open amount = 100 Refunded amount = 0 Refund method = Direct Refund |