Payment Schedules User Guide

Overview

The Payment Schedules feature in Nama ERP allows you to define flexible payment terms and installment plans for sales documents. This comprehensive guide covers the setup and usage of payment schedule templates and their application to sales transactions.

Understanding Payment Schedules

Payment schedules allow businesses to:

• Define installment payment plans for customers
• Set up down payments and deferred payment terms
• Automatically calculate payment dates and amounts
• Track payment collections against scheduled payments
• Manage both fixed-value and percentage-based payment plans

Key Components

1. Payment Schedule Template (نموذج جدولة الدفعات): Master file defining reusable payment terms
2. Schedule Lines: Individual payment installments with dates and amounts
3. Payment Tracking: System tracking of actual payments against scheduled amounts

Payment Schedule Templates

Payment Schedule Templates are master files that define standard payment terms that can be applied to multiple sales documents.

Template Fields

Basic Information

• Code (الرمز): Unique identifier for the template
• Name (الاسم): Descriptive name for the template
• Description (الوصف): Detailed description of payment terms

Payment Configuration

Down Payment Settings

• Down Payment Value (قيمة الدفعة المقدمة): Fixed amount for down payment
• Down Payment Percentage (نسبة الدفعة المقدمة): Percentage of total as down payment

WARNING

You cannot specify both a fixed down payment value AND a percentage. Choose one method only.

Payment Type (طريقة السداد)

• Variable Payments: Different amounts for each installment
• Equal Payments: Same amount divided across all installments

Update Settings (طريقة التحديث)

• Manual: Payment schedule is not automatically updated
• With First Save: Schedule calculated only on first save
• With Every Save: Schedule recalculated on each save

TIP

Use "With First Save" for contracts where payment terms should remain fixed after initial agreement.

Equal Payments Configuration

When using Equal Payments type:

• Payments Count (عدد الدفعات): Number of installments
• Payment Period: Time between payments
  • Value: Numeric value (e.g., 30)
  • Unit: Day/Week/Month/Year
• Grace Period (فترة السماح): Initial delay before first payment
  • Value: Numeric value
  • Unit: Day/Week/Month/Year

Advanced Settings

• Approximation (التقريب): Rounding value for payment amounts
• Rounding Type (نوع التقريب): How to round payment values
• Payment Date at Day (اليوم في الشهر): Specific day of month for payments
• Add Remaining Payment With Save (إضافة دفعه بالمتبقي دائما مع الحفظ): Automatically add a final payment for any remaining balance
• Payments Period From Due Date (فترة الدفعات من تاريخ الاستحقاق): Calculate payment periods from due date instead of document date
• First Payment Date Is Document Date (تاريخ أول دفعة هو تاريخ المستند): Set first payment on the document date

Creating Payment Schedule Templates

Step 1: Access Payment Schedule Templates

Navigate to: Purchases > Master Files > Payment Schedule Template (المشتريات > الملفات > نموذج جدولة الدفعات)

Step 2: Create New Template

1. Click New to create a template
2. Enter basic information:
   • Code (required)
   • Name (required)
   • Description (optional)

Step 3: Configure Payment Method

For Equal Payments:

Payment Type: Equal Payments
Payments Count: 12
Payment Period: 30 Days
Grace Period: 0 Days

For Variable Payments:

Payment Type: Variable Payments
Configure individual payment lines in the Details grid

Step 4: Set Down Payment (Optional)

Choose one method:

• Fixed Value: Enter specific amount
• Percentage: Enter percentage (0-100)

Step 5: Configure Payment Lines (Variable Payments Only)

In the Details grid, for each payment line:

Field	Description	Example
Payment Type (نوع الدفعة)	Fixed Value or Percentage	Percentage
Payment Percent (نسبة الدفعة)	Percentage of total	25%
Fixed Value (القيمة الثابتة)	Fixed payment amount	5,000
Payment Period	Days/months after document date	30 Days
Remarks (ملاحظات)	Notes about this payment	First installment

INFO

When using percentage-based payments, ensure the total of all percentages plus down payment equals 100%.

Step 6: Configure Update Behavior

Select the Updating Type:

• Manual: For templates that should not auto-calculate
• With First Save: For fixed contracts
• With Every Save: For dynamic pricing

Step 7: Save Template

Click Save to store the template for use in sales documents.

Payment Types and Methods

Equal Payments Method

The system automatically divides the remaining amount into equal installments:

Calculation Formula:

Payment Amount = (Total - Down Payment) / Number of Payments
Last Payment = Adjusted for rounding differences

Example:

• Invoice Total: 120,000
• Down Payment: 20,000 (or 16.67%)
• Remaining: 100,000
• Payments: 10
• Each Payment: 10,000

Variable Payments Method

Define custom payment amounts or percentages for each installment:

Percentage-Based:

Payment Amount = Total × Payment Percentage

Fixed Value:

Payment Amount = Specified Fixed Value

Mixed Example:

Payment	Type	Value	Amount
1	Percentage	30%	36,000
2	Fixed	-	20,000
3	Percentage	25%	30,000
4	Percentage	28.33%	34,000

Applying Templates to Sales Documents

Payment Schedule Templates can be applied to:

• Sales Quotations
• Sales Orders
• Sales Invoices
• Any document implementing the HasPaymentSchedule interface

Application Process

1. Open Sales Document
2. Select Payment Template in the Payment Schedule section
3. System Calculates schedule based on:
   • Document total amount
   • Template configuration
   • Update type settings
4. Review Generated Schedule in the Schedule Lines grid
5. Manual Adjustments (if template allows)
6. Save Document to finalize schedule

Generated Schedule Information

For each scheduled payment:

• Payment Date: Calculated based on template periods
• Payment Value: Calculated amount
• Payment Percent: Percentage of total
• Remaining: Outstanding amount after payments
• Installment Code: Unique identifier for tracking

Payment Schedule Calculations

Date Calculations

First Payment Date:

Document Date + Grace Period = First Payment Date

Subsequent Payments:

Previous Payment Date + Payment Period = Next Payment Date

Amount Calculations

With Down Payment:

Remaining Amount = Total - Down Payment - External Payments
Payment Amount = Remaining Amount × Payment Configuration

Rounding and Approximation:

Rounded Payment = Round(Payment Amount, Approximation, Rounding Type)
Last Payment = Remaining Amount - Sum of Previous Payments

Validation Rules

The system validates:

1. Total Percentage: Must equal 100% for percentage-based templates
2. Down Payment: Cannot specify both value and percentage
3. Payment Values: Must not exceed remaining amount
4. Payment Dates: Must be valid future dates
5. Template Lines: At least one payment line required for variable payments

INFO

If validation fails, the system will display specific error messages indicating which rule was violated.

Common Scenarios

Scenario 1: 50% Down Payment, Balance in 30 Days

Template Configuration:
- Down Payment Percent: 50%
- Payment Type: Equal Payments
- Payments Count: 1
- Grace Period: 30 Days

Scenario 2: Monthly Installments Over One Year

Template Configuration:
- Down Payment: 0
- Payment Type: Equal Payments
- Payments Count: 12
- Payment Period: 1 Month
- First Payment Date Is Document Date: Yes

Scenario 3: Custom Payment Plan

Template Configuration:
- Payment Type: Variable Payments
- Details:
  Line 1: 30% immediately
  Line 2: 30% after 30 days
  Line 3: 40% after 60 days

Scenario 4: Quarterly Payments with Grace

Template Configuration:
- Payment Type: Equal Payments
- Payments Count: 4
- Payment Period: 3 Months
- Grace Period: 15 Days
- Payment Date at Day: 1 (First of month)

Scenario 5: Ten Monthly Instalments Plus Two Lump Sums

A customer wants to pay an invoice over twelve instalments: ten monthly instalments of 5% each, plus two extra instalments of 25% in months 5 and 10.

Template Configuration:
- Payment Type: Variable Payments
- Details (each line a Percentage, period in Months):
  Lines 1-10: 5% at months 1, 2, ... 10
  Line 11: 25% at month 5
  Line 12: 25% at month 10

The ten monthly lines make 50% and the two lump sums the other 50%, so the plan totals 100%. Months 5 and 10 each produce two instalments on the same date — one of 5% and one of 25%.

JSON for direct import

{
  "paymentType": "VariablePayments",
  "roundingType": "CEILING",
  "details": [
    {
      "paymentPeriod": {
        "value": 1,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 2,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 3,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 4,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 5,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 6,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 7,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 8,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 9,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 10,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 5
    },
    {
      "paymentPeriod": {
        "value": 5,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 25
    },
    {
      "paymentPeriod": {
        "value": 10,
        "uom": "Month"
      },
      "paymentType": "Percentage",
      "paymentPercent": 25
    }
  ]
}

Open a new Payment Schedule Template, then More → Import Into Current Record and paste it — see Importing Into the Record You Have Open.

Payment Documents and Installment Tracking

Once payment schedules are created and applied to sales documents, the system provides comprehensive tracking through payment documents that can mark installments as paid.

Receipt Vouchers and Payment Vouchers

Both Receipt Vouchers (سندات القبض) and Payment Vouchers (سندات الدفع) include an Installment Lines (الأقساط) collection that enables payment tracking against scheduled installments:

• Receipt Vouchers: Used primarily for sales documents to record customer payments
• Payment Vouchers: Used primarily for purchase documents to record supplier payments

Installment Lines Collection

The installment lines grid in payment documents contains the following key fields:

Field	Arabic Name	Description
Installment Doc	مستند القسط	Reference to the document containing the payment schedule
Installment Code	كود القسط	Unique code identifying the specific installment
Paid Value	القيمة المدفوعة	Amount being paid against this installment
Due Date	تاريخ الاستحقاق	Original due date of the installment
Remaining	المتبقي	Outstanding balance after this payment
Net Value	صافي القيمة	Total value of the installment

Payment Processing Logic

When payment documents are committed, the system uses InstallmentUtils to:

1. Update System Paid Fields: Automatically updates the systemPaid amount for each installment
2. Calculate Remaining Balances: Recalculates remaining amounts across all related installments
3. Validate Payment Order: Ensures payments follow proper sequence (earlier installments paid first)
4. Prevent Overpayments: Validates that paid amounts don't exceed installment values

Payment Tracking Process

Step 1: Create Payment Document

1. Open Receipt Voucher or Payment Voucher
2. Enter basic payment information (customer/supplier, amount, date)
3. Navigate to the Installment Lines tab

Step 2: Add Installment Payments

1. Click Add Line in the Installment Lines grid
2. Select the Installment Document (sales invoice, quotation, etc.)
3. Choose the specific Installment Code from the document
4. Enter the Paid Value (can be partial or full payment)
5. Repeat for multiple installments if needed

Step 3: Payment Validation

The system automatically validates:

• Payment amounts don't exceed installment balances
• Payment order follows due date sequence (if configured)
• Referenced installments exist in the source document
• Total payments match the document amount

Step 4: Effect Application

Upon saving the payment document:

• Installment balances are updated across the system
• Related sales/purchase documents show updated payment status
• Aging reports reflect the new payment information
• Customer/supplier accounts are updated

Multi-Document Payment Support

Payment documents can process installments from multiple source documents in a single transaction:

Receipt Voucher RV-2024-001
├── Customer: ABC Company
├── Total Amount: 150,000
└── Installment Lines:
    ├── Invoice INV-001, Installment #1: 50,000
    ├── Invoice INV-001, Installment #2: 25,000
    └── Invoice INV-002, Installment #1: 75,000

Payment Order Enforcement

Payment Sequence

The system can enforce sequential payment of installments based on due dates. This prevents customers from paying later installments while earlier ones remain unpaid.

Configuration Options:

• Strict Order: Must pay installments in due date sequence
• Flexible Order: Allow payments in any order
• Document-Level Setting: Override at individual document level

Installment Payment Entry System

Behind the scenes, the system maintains InstallmentPaymentEntry records that track:

• Payment Document: Which receipt/payment voucher made the payment
• Installment Document: Which sales/purchase document contains the installment
• Installment Code: Specific installment being paid
• Effect Type: How the payment affects the installment (SystemPaid, CollectedByFP, etc.)
• Paid Value: Amount applied to the installment

Summary

Payment Schedules provide flexible payment term management in Nama ERP, enabling:

• Standardized payment terms through templates
• Automatic calculation of installment plans
• Integration with financial modules
• Comprehensive payment tracking

By following this guide and best practices, you can effectively implement and manage payment schedules to improve cash flow management and customer payment terms.