Payments
Register and manage payments from customers and to suppliers
The payment module in Odoo allows recording money transactions from customers and payments to suppliers. The system automatically reconciles payments with invoices and updates receivable/payable status.
With the ability to process multiple payment methods, batch payments and automatic reconciliation, Odoo helps businesses manage cash flow efficiently.
Payment Terminology
Basic Terms
| English | Vietnamese | Description |
|---|---|---|
| Payment | Thanh toán | Money transfer transaction |
| Payment Method | Phương thức thanh toán | Payment method (cash, bank transfer) |
| Payment Journal | Sổ thanh toán | Payment recording journal (bank, cash) |
| Reconciliation | Đối chiếu | Matching payment with invoice |
| Internal Transfer | Thanh toán nội bộ | Transfer between accounts |
| Batch Payment | Thanh toán hàng loạt | Pay multiple invoices at once |
| Refund | Hoàn tiền | Return money to customer |
Payment Methods
Common Methods
| English | Vietnamese | Description |
|---|---|---|
| Cash | Tiền mặt | Cash payment |
| Bank Transfer | Chuyển khoản | Bank transfer |
| Check | Séc | Check payment |
| Credit Card | Thẻ tín dụng | Card payment |
| E-wallet | Ví điện tử | Momo, ZaloPay, VNPay |
| Online Payment | Trực tuyến | Online payment gateway |
Register Customer Payment
Access: Invoicing → Customers → Invoices → Select invoice
Steps
1. Open posted customer invoice
2. Click "Register Payment" button
3. Fill payment information:
4. - Payment Date
5. - Payment Method
6. - Journal: Select Bank or Cash
7. - Amount: Defaults to invoice balance
8. - Memo: Payment description
9. Click "Create Payment"
10. System automatically reconciles with invoice
11. Invoice changes to "Paid" status
Register Supplier Payment
Access: Invoicing → Vendors → Bills → Select bill
Steps
1. Open posted vendor bill
2. Click "Register Payment" button
3. Fill payment information similar to customer payment
4. Select bank or cash journal
5. Enter payment amount
6. Click "Create Payment"
7. System automatically reconciles with bill
8. Bill changes to "Paid" status
Partial Payment
Pay invoice in multiple installments:
Steps
1. Open invoice to pay
2. Click "Register Payment"
3. Enter amount < total invoice
4. Example: Invoice 10,000,000 VND, pay 5,000,000 VND
5. Create payment
6. Invoice changes to "Partially Paid"
7. Remaining balance: 5,000,000 VND
8. Repeat to pay remaining balance
9. When fully paid, invoice changes to "Paid"
Payment Without Invoice
Record payment before invoice exists:
Steps
1. Go to Invoicing → Customers → Payments (or Vendors → Payments)
2. Click "New"
3. Select type: Send Money (pay supplier) or Receive Money (from customer)
4. Select partner (customer/supplier)
5. Enter amount and payment method
6. Select journal
7. Click "Post" to record
8. Payment will be reconciled later when invoice exists
Manual Reconciliation
Manually match payment with invoice:
Steps
1. Go to Invoicing → Accounting → Reconciliation
2. Select account to reconcile (Receivable/Payable)
3. System displays unreconciled entries
4. Select payment and invoice to match
5. Check amounts match
6. Click "Reconcile"
7. Invoice updates payment status
Batch Payment
Pay multiple invoices at once:
Steps
1. Go to Invoicing → Vendors → Bills
2. Filter bills to pay
3. Select multiple bills (checkbox)
4. Click Action → Register Payment
5. Select method and payment journal
6. System creates one batch payment
7. Total amount = sum of all bills
8. Post to complete
9. All bills automatically reconciled
Internal Transfer
Transfer money between bank/cash accounts:
Steps
1. Go to Invoicing → Accounting → Payments
2. Click "New" → select "Internal Transfer"
3. Select source journal (From Journal): e.g., Bank A
4. Select destination journal (To Journal): e.g., Bank B
5. Enter transfer amount
6. Enter transfer date
7. Click "Post" to record
8. System creates 2 entries: Withdraw from Bank A, Deposit to Bank B
Customer Refund
Return money to customer:
Steps
1. Create Credit Note from original invoice
2. Post Credit Note
3. Click "Register Payment" on Credit Note
4. Select refund method
5. Enter refund amount
6. Create payment
7. System records: Debit Revenue, Credit Bank/Cash
Automatic Payment Journal Entry
When registering payment, system automatically creates journal entry:
Customer Payment
| Account | Debit | Credit |
|---|---|---|
| Bank/Cash | 11,000,000 | |
| Accounts Receivable | 11,000,000 |
Supplier Payment
| Account | Debit | Credit |
|---|---|---|
| Accounts Payable | 11,000,000 | |
| Bank/Cash | 11,000,000 |
Multi-currency Payment
Handle payment with different currency:
Steps
1. Invoice created in USD, payment in VND
2. When registering payment, select payment currency
3. System automatically applies current exchange rate
4. Calculate exchange rate difference if any
5. Journal entry records difference in Exchange Gain/Loss account
6. Invoice reconciled with converted amount
Track Payments
View payment history and status:
Key points
• Go to Invoicing → Accounting → Payments to view all payments
• Filter by: Draft, Posted, Reconciled
• Filter by payment method
• Filter by journal (Bank/Cash)
• View payment details: amount, date, partner
• View invoices linked to payment
• Export payment list to Excel
Cancel Payment
Cancel posted payment:
Steps
1. Open payment to cancel
2. Click "Reset to Draft" (if not reconciled)
3. Or click "Cancel" to cancel reconciled payment
4. System creates reversing entry
5. Invoice returns to unpaid status
6. Can create new payment if needed
Configure Payment Methods
Set up payment methods:
Steps
1. Go to Settings → Accounting → Configuration → Payment Methods
2. Click "New" to create new method
3. Enter name: e.g., "Momo", "ZaloPay"
4. Select type: Inbound (receive) or Outbound (send)
5. Configure bank account if needed
6. Save and activate
7. New method appears when registering payment
Configure Payment Journals
Set up bank and cash journals:
Steps
1. Go to Settings → Accounting → Configuration → Journals
2. Create new journal: Type = Bank or Cash
3. Enter name: e.g., "Vietcombank", "Cash"
4. Configure bank account
5. Set up account number and bank information
6. Configure sequence for document numbers
7. Save and use when registering payments
Best Practices
Steps
1. Record payment immediately when receiving/sending money
2. Save payment documents (receipts, transfers) in Attachments
3. Use memo to clearly describe payment purpose
4. Reconcile payments with invoices promptly
5. Check bank/cash balance regularly
6. Use batch payment to save time
7. Assign payment recording rights to appropriate staff
Common Error Handling
Errors and Solutions
| Error | Cause | Solution |
|---|---|---|
| Cannot reconcile | Amount mismatch | Check payment and invoice amounts |
| Missing payment journal | Journal not configured | Create Bank/Cash journal in Settings |
| Wrong currency | Payment currency differs from invoice | Select correct currency or let system convert |
| Cannot cancel | Already reconciled | Unreconcile first, then cancel payment |
Payment Reports
Key points
• Payment Report: Consolidated payment report by time
• Cash Flow Statement: Cash flow report
• Bank Reconciliation: Bank statement reconciliation
• Payment Follow-up: Track unreconciled payments
• Aged Receivable/Payable: Aging report