Linking Payment Vouchers to Invoices

Nama ERP supports linking invoices to payment vouchers flexibly across multiple scenarios.

Definition of Payment Vouchers

Payment vouchers in this context refer to any receipt or payment of cash or its equivalent. They include:

• Receipt Voucher: Always represents the receipt of cash.

• Payment Voucher: Always represents the disbursement of cash.

• Bank Transfer:

  • Represents the receipt of cash by default.
  • Can be directed to act as a Receipt Voucher or Payment Voucher via the option: تعامل في أعمار الديون ومصاريف طرق الدفع مثل

• Electronic Receipt Voucher:

  • Acts as a receipt voucher by default.
  • Can be changed to a payment voucher using the same direction option.

• Debit Note:

  • Acts as a receipt voucher by default.
  • Can be changed to a payment voucher using the same direction option.

• Credit Note:

  • Acts as a payment voucher by default.
  • Can be changed to a receipt voucher using the same direction option.

• Invoice Returns: Can be treated as a payment method by enabling the option: addReturnToInvoicePayment

  This option is found in the return's توجيه (Term Config) to specify whether it will be added to payment vouchers and deducted from the remaining balance.

What Does Linking Invoices to Vouchers Mean?

When an invoice is linked to a payment voucher, the system updates the Remaining field (money.remaining) in the invoice, which represents the outstanding balance to be collected or paid.

What Are "Invoices" in This Context?

Invoices here refer to any document that generates a deferred obligation, whether:

• In favor of the company (e.g., sales invoices), or
• Against the company (e.g., purchase invoices).

Linking between invoices and payment vouchers follows these rules:

• Sales Invoice: Linked to Receipt vouchers.
• Sales Return: Linked to Payment vouchers; it can also serve as a substitute for a receipt voucher and be linked to a sales invoice as if it were a receipt voucher.
• Purchase Invoice: Linked to Payment vouchers.
• Purchase Return: Linked to Receipt vouchers; it can also serve as a substitute for a payment voucher and be linked to a purchase invoice as if it were a payment voucher.

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Enabling Automatic Tracking of Links

Before you begin, you must enable the following option in the global configuration: usePayReceiptDocsSysEntries

(In Arabic: استعمال الجداول النظامية لمتابعة ربط الصرف والقبض بالفواتير)

The PayReceiptDocsSysEntry Table

Once the above option is enabled, the system tracks the link between vouchers and invoices in a dedicated system table:

Field	Function
valueDate	The actual execution date of the voucher
creationDate	The creation date of the voucher
owner	Reference to the voucher (receipt or payment)
target	Reference to the linked invoice
currency	The currency used in the voucher
paymentLocalAmount	Payment value in local currency
paymentAmount	Payment value in the voucher's base currency
receiptLocalAmount	Receipt value in local currency
receiptAmount	Receipt value in the voucher's base currency
cloned	A boolean field (true/false) used in the cloning scenario — explained below

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Ways to Link a Payment Voucher to an Invoice

Payment vouchers (such as receipt vouchers) can be linked to sales invoices through the following fields:

1. In the Voucher Header:

• fromDoc (Based On): Specifies the invoice or document linked to the voucher.

2. In the Voucher Details:

• lines.originDoc (Document #): Reference to the invoice in the details table.

3. In the Invoices Table Inside the Voucher:

• invoices.invoice (Invoice): Links the invoice to the payment voucher directly.

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Allowing Payment Greater Than the Invoice Remaining Balance

In some business scenarios, it may be necessary to pay an amount that exceeds the remaining balance on an invoice. To enable this behavior, use the following option in the invoice's توجيه (Term Config): allowPaymentMoreThanInvoiceAmount — Allow payment of an amount greater than the invoice value

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Cloning Payment Vouchers from Orders to Invoices

When following a scenario that starts with a Sales Order on which a partial receipt voucher is issued, then a Sales Invoice is created based on it, it is natural for that amount to be deducted from the remaining balance on the invoice.

To implement this, enable the following option in the Sales Invoice توجيه (Term Config):

clonePayReceiptEntry — Clone the system tracking tables for receipt/payment links associated with the "Based On" document

Effect of Enabling This Option:

• When the invoice is saved, the system clones all receipt vouchers linked to the Sales Order that the invoice was created from.
• If a new receipt voucher is later added to the Sales Order, it will automatically be linked to the invoice as well.
• If the receipt voucher is deleted or modified, the system will update its effect on the remaining balance in both the Sales Order and the Invoice.