Scope
This article applies to both FirstBIT ERP and FirstBIT Contracting configurations.
The described behavior is part of the standard payment status calculation logic implemented in both configurations.
Overview
The Payment Indicator is calculated automatically by the system.
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As a result, reducing the outstanding balance does not always change the Payment Indicator.
Payment Status Icons
Depending on the calculated payment status, one of the following Payment Indicators is displayed for the document.:
| 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. |
|
Payment Status Calculation Logic
The Payment Indicator is calculated differently depending on the document type.
Invoice and Invoice Received
For Invoice and Invoice Received documents, the system calculates the following values.
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Therefore, for Invoices, the Payment Indicator reflects the relationship between register values rather than simply the remaining outstanding balance.
Customer Order and Purchase Order
For Customer Order and Purchase Order documents, the Payment Indicator is calculated using the Invoices and Orders Payment register.
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Unlike Invoices, the Payment Indicator for Orders is not based on the Sales and Accounts Receivable registers. Instead, it reflects the payment progress recorded in the Invoices and Orders Payment accumulation register.
Filtering by Payment Indicator
The Payment Indicator is intended for visual reference only.
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To analyze outstanding invoices, use the Balance column or settlement reports instead.
How to Check the Actual Outstanding Balance
The Payment Indicator is intended for visual reference only and should not be used as the primary source for analyzing customer debt or filtering documents.
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.
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Method 2. Generate the Statement of Settlements Report
Generate the Statement of Settlements with Customers/Suppliers report from the Sales or Purchasing module.
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- 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 Payment Indicator should not be interpreted as the customer's outstanding balance. It provides a visual indication of the document settlement status but does not represent the actual amount due.
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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 Payment Indicator is calculated using different algorithms depending on the document type.
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