Scope
This article applies to both FirstBIT ERP and FirstBIT Contracting configurations.
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The described behavior is part of the standard payment status calculation logic implemented in both configurations.
Overview
The payment status
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icon displayed in the
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Invoice and Invoice Received lists allows users to quickly identify the settlement status of a document.
The payment indicator is calculated automatically by the system and is not based solely on the outstanding Accounts Receivable balance.
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The system
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determines the payment status by comparing values calculated
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from
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:
- Sales register
- Accounts Receivable register
Based on this comparison,
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the Invoice is displayed as:
- Not Paid
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- Partially Paid
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- Fully Paid
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As a result, reducing the outstanding balance does not always change the payment status indicator.
Payment Status Icons
The following icons may appear in the first column of the Invoice and Invoice Received lists:
| Status | Description | Icon |
|---|---|---|
| Unpaid (payment not required) | The document is unpaid, but payment is not required because a Credit Note has been posted. |
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| Partially paid (not overdue) | The document has not been fully paid, but the payment due date has not yet passed. |
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| Fully paid | The document has been completely settled. |
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| Fully unpaid | No payments have been registered for the document. |
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| Partially paid (less than 50%) | Less than half of the document amount has been paid and the payment is overdue. |
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| Partially paid (more than 50%) | More than half of the document amount has been paid and the payment is overdue. |
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| Not posted | The document exists in the system but has not been posted. |
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Payment Status Calculation Logic
For each Invoice, the system calculates
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the following values.
Sales Amount
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Calculated based on the turnover in the Sales register.
Accounts Receivable Amount
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Calculated based on the remaining balance in the Accounts Receivable register.
The payment status indicator is
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determined by comparing these calculated values according to the implemented algorithm.
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Therefore, the payment indicator reflects the relationship between
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- Not Paid
- Partially Paid
- Fully Paid
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register values rather than simply the remaining amount due.
How to Check the Actual Outstanding Balance
The payment indicator should not be used as the primary source for analyzing customer debt.
To verify the actual outstanding amount, use one of the methods below.
Method 1. Display the Balance Column
Enable the Show Balance column in the Invoice or Invoice Received list.
The Balance column displays the current remaining amount due for each document and allows users to analyze:
- fully paid documents;
- partially paid documents;
- unpaid documents.
You can also configure filters for this column using appropriate comparison conditions.
For additional information, refer to:
Method 2. Generate the Statement of Settlements Report
Generate the Statement of Settlements with Customers/Suppliers report from the Sales or Purchasing module.
This report provides detailed information about:
- settlements with customers and suppliers;
- payment allocations;
- remaining balances;
- payment history across all related documents.
Credit Notes documents and the Payment Indicator
Situation:
Based on Invoice document Credit Note was created (Inoice Correction or Goods Return transaction type) amount of initial document was corrected - but will it be visible with indicator?
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And setting on Settlements tab may have impact to payment indication.
Credit Note without Advance
When a Credit Note is created without the Advance option (on Settlements tab):
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This behavior is expected.
Credit Note with Advance
When the Advance option is selected:
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This behavior is also expected.
Important Note
The Invoice payment status indicator should not be interpreted as the customer's outstanding balance.
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To verify the actual outstanding balance, always refer to the Accounts Receivable information and settlement calculations rather than relying solely on the payment indicator.
Summary
The Invoice payment status indicator is calculated by comparing the values obtained from the Sales and Accounts Receivable registers.
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