Internal Posted Document from Payment

Billing

When posting a payment, it is possible to post an internal document at the same time as the sales invoice, e.g. interest reposting to IFRS accounts.

In order for an internal document to be posted, it is necessary to set up account lines with the flags Post internally = Yes in the OneCore Posting Setup. This setup also determines which payment field will be posted and to which G/L accounts.

The posting results in general ledger entries, VAT or fixed assets cannot be accounted for in the internal payment document. Only for installment sales it is possible to set up and post a fictitious payment of installment sales with a record in the customer's balance (ledger entries).  

The document number and posting date are taken from the posted sales invoice. Depending on the type of financing, the posting date can be:

• Financial Leasing, Credit and Instalment Sale

  • The posting date is from the payment calendar.

• Operative leasing with services and Fleet management – depends on the settings of the Payment Billing Method

  • When invoicing separately for contracts, the Posting Date is taken from the payment calendar

  • When invoicing in bulk (e.g. for a customer), the Posting date is taken from the dialog window where it is entered by the user.

In all cases, if the posting period is closed, the system will automatically shift the Posting date to the first day of the open period, if the Posting Date shift is enabled in OneCore Settings.

When posting an internal document from a payment, only one internal document is always created, with one accounting transaction. This also applies to the posting of operating lease instalments, which gives rise to a collective invoice. This is important when canceling an installment, when it is normally possible to cancel only the entire transaction.  

Cancellation

If the user cancels a payment that includes a posted internal document, then the system automatically cancels this internal document together with the posted sales invoice.

An EXCEPTION is the cancellation of an internal document if it is a partial cancellation of a mass invoice. In this case, the system creates only a partial credit memo (posted or unposted), without canceling the internal document. In this case, the user has to de-account the relevant part of the internal document manually! Missing partial cancellation of an internal document is not considered a system error and there is no record of it in the log.

The document number and the Posting date of cancellation depend on the type of financing and, in the case of an operating lease with services, also on the setting of the Payment Billing Method

Financial Leasing, Credit and Instalment Sale

Cancellations of payments of these financing types do not allow you to generate unposted (mass) credit memos. When a payment is cancelled, a posted sales credit memo and a reverse of the internal document are always created, whereby:

• Both the original invoice and the original internal document are renumbered (the document number is followed by the "S" flag, e.g. FL000121/003S). The same document number (FL000121/003S) is also used for the posted sales credit memo and the reverse internal document.

• The posting date is taken from the dialog window when the payment is cancelled. If the entered date is in a closed accounting period, the system will automatically shift it to the first day of the open period, if the date shift is enabled in OneCore Settings

• In case of repeated cancellation, flag S is supplemented with a serial number, e.g. FL000121/003S1, FL000121/003S2, etc.

Operative leasing with services and fleet management

For these types of financing, it depends on whether the installments were invoiced separately for individual contracts or whether a collective invoice was created.

Cancel a separate operating lease invoice

If a user cancels payments that were invoiced as a separate individual invoice, they can select whether to generate

• Individual separate posted sales credit memos

• or individual unposted credit memos, which will then be merged into one mass credit memo by a batch job, which will be posted and the individual credit notes will be deleted (see Chapter .....).

Cancellation of Operative Leasing Mass Invoice

Payment cancellations for these financing types allow you to generate either posted credit memos or unposted credit memos.

When a payment is cancelled, a posted sales credit memo and a reverse of the internal document are always created, whereby:

• Mass Invoices No.

  • Full Cancellation of Mass Invoice, Mass Credit Memo = No

  • Full Reverse Mass Invoice, Mass Credit Memo = Yes

    • An unposted credit memo is created.   

  • Partial Cancellation of Mass Invoice, Mass Credit Memo = No

  • Partial Cancellation of Mass Invoice, Mass Credit Memo = Yes

• Individual invoices

  • Full cancellation of an individual invoice, mass credit note = No

  • Full cancellation of an individual invoice, mass credit memo = Yes

  • Partial cancellation of an individual invoice, mass credit memo = No

  • Partial cancellation of an individual invoice, mass credit memo = Yes  

In all cases, the automatic shift of the Posting Date applies if it is enabled.