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Payment Entry: wrong outstanding, "already fully paid", accounts and currency differences

This page answers frequent problems with Payment Entry: an invoice that shows the wrong outstanding or "already fully paid", advances that do not reduce the outstanding as expected, accounts that cannot be selected, and small differences with foreign currencies.

"… has already been fully paid" for an unpaid invoice#

The Payment Entry reads the outstanding amount from the Payment Ledger, not from the invoice form. If the invoice's Payment Ledger Entries are missing, EnigmaERP thinks nothing is outstanding.

  1. Open Accounts Receivable (or Accounts Payable) for the party. If the invoice is not listed there either, its Payment Ledger Entries are missing.
  2. Open Repost Accounting Ledger, add the invoice, and submit. This makes its ledger entries again.
  3. Make the Payment Entry again.

The outstanding in the references table is wrong#

  • Enter the Paid Amount first. Get Outstanding Invoices and Get Outstanding Orders fetch only after you enter the paid or received amount.
  • Filters in the dialog (dates, cost center) limit what is fetched. Clear them to see all.
  • An advance was already allocated to the invoice (in the invoice's Advances table, or through Payment Reconciliation). The outstanding shown is after that advance.

Advance Paid on the order looks wrong#

Advance Paid on a Sales Order or Purchase Order is the total of payments made against the order. It goes down when an advance is allocated to an invoice. A value higher than the order total was a bug in older releases: update the site. If it is still wrong, the order's payments were linked twice; check the order's Connections for Payment Entries.

An account cannot be selected#

Field Accounts it lists
Account Paid From (Receive) / Account Paid To (Pay) Bank and Cash accounts
The party side Receivable accounts for customers, Payable for suppliers, the account type of the party type for others
Advance Taxes and Charges Accounts of type Tax or Chargeable (set Account Type on the account)

Select the Party Type and Party first: the party account is filled only then. With Book Advance Payments in Separate Party Account on in the Company, an advance (a payment without invoice references) goes to the company's or the party's default advance account, and you cannot change it on the payment.

Payments in another currency#

When the invoice and the bank account are in different currencies, the Payment Entry has two amounts (Paid Amount and Received Amount) and two exchange rates.

  • Enter the amount that left or reached your bank, and the actual exchange rate. EnigmaERP calculates the other amount.
  • The Difference Amount (Company Currency) comes from the difference between the invoice's exchange rate and the payment's. EnigmaERP posts it to the company's Exchange Gain/Loss Account as a separate Journal Entry (View Exchange Gain/Loss Journals). Set a default cost center on the company, because these journals need one.
  • If the Difference Amount looks wrong after you change a rate, clear the exchange rate field and enter it again, so that both amounts are recalculated.

A small amount (0.01) remains outstanding#

Amounts are rounded to the currency's precision. With foreign currencies, converting each line can leave a cent or a few units of a small currency outstanding.

  1. In the Payment Entry, add a row in Deductions or Loss for the small difference, with your round-off or write-off account. The invoice is then fully paid.

  1. For an invoice that is already paid, reconcile the small amount with a Journal Entry to the write-off account, then use Payment Reconciliation.
Adapted for EnigmaERP from the ERPNext documentation, © Frappe Technologies Pvt. Ltd. Content licensed under CC-BY-SA 3.0. EnigmaERP is a product of Enigma and is not affiliated with or endorsed by Frappe Technologies Pvt. Ltd.