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Advance Invoices — Bank Statement Matching

Matches incoming bank transactions to open advance invoices by the advance number or variable symbol, registers the payment and optionally creates the tax document.

What it is for

An advance invoice from sale_order_advance_invoice has no journal entry until it is paid, so no bank reconciliation, Odoo's or OCA's, can ever propose it for an incoming payment. This module closes that gap. It finds the advance a bank transaction pays and registers the payment exactly as the advance's own Register Payment button would. If you want, it also creates the tax document for the payment.

It is the advance-invoice sibling of the invoice matching in l10n_cssk_payment_symbols: that one matches payments to posted invoices, this one to advance invoices. The two passes are independent.

Setting it up

Accounting → Configuration → Settings, block Advance Invoices — Bank Matching:

The advance settings of sale_order_advance_invoice must be complete, the Advance Clearing Account above all. The bank journal needs an incoming payment method with an outstanding receipts account.

How a transaction is matched

Only incoming transactions in the company currency are considered. They are compared with the company's advance invoices that are not cancelled and still have something unpaid. If the bank transaction already knows the customer (for example from the account number), only that customer's advances are considered.

The transaction is searched in three tiers, strongest first, and the first tier that finds anything decides:

The variable symbol tier needs a variable symbol on the bank transaction. l10n_cssk_payment_symbols reads it out of bank statements. Without that module the tier is skipped.

If a tier finds more than one advance, nothing is matched. An advance number is unique only per issuer, so the pass never guesses. Partial payments are accepted in the first two tiers. A payment larger than what is unpaid is never applied automatically.

Ask your customers to quote the advance number, or its digits as the variable symbol: for ADV00042, the variable symbol 42 or 00042.

What a match does

1. A customer payment for the transaction's amount and date is created in the bank journal, posted to the Advance Clearing Account, and linked to the advance. A quotation is confirmed.
2. A bank transaction with no customer gets the advance's customer.
3. The transaction is reconciled with the payment, so it shows as reconciled.
4. With Create as draft or Create and post, the tax document for the payment is created as described in sale_order_advance_invoice, and posted with the second option.

Automatic and manual matching

• Scheduled action Advance Invoices: match bank statement lines runs every 15 minutes. It goes through up to 200 unreconciled incoming transactions in bank journals of the companies with Auto-match bank statements on: first those it has never seen, then, with what is left of the 200, the older ones in turn. A transaction that cannot be matched safely is left alone and comes round again later, so every open transaction is retried, however many there are.
• Match Advance Invoice in the Actions menu of a bank transaction (list or form) opens a wizard. It proposes the advance the rules find, and you may pick any open advance of the same company (of the same customer, if the transaction has one). Register Payment then does the same as an automatic match. The wizard does not need the automatic setting, and it refuses an amount larger than what is unpaid.

Inside the bank reconciliation

Two add-ons run the same matching as part of a bank reconciliation's own automatic matching, before it. A transaction quoting an advance number cannot then be matched by words to an unrelated document first. Both install themselves when their engine is present, and both honour Auto-match bank statements:

• sale_order_advance_invoice_payment_match_ee — Odoo Enterprise bank reconciliation (account_accountant): runs before its automatic reconciliation;
• sale_order_advance_invoice_payment_match_oca — the OCA reconciliation widget (account_reconcile_oca) on Community: runs before its reconciliation models and invoice matching, and only when it actually reconciles, not when it merely computes a proposal.

Matched transactions show as reconciled in either widget.

Limitations

• Incoming transactions only, in the company currency, paying an advance in the same currency.
• No tie-break by amount: two advances that both fit the same tier are left to you, even if only one of them has the right amount. This differs from the invoice matching of l10n_cssk_payment_symbols.
• An overpayment is never split. Register the payment and the surplus by hand.
• The digits tier can be fooled by numbers that are not symbols, such as a date or an account number. That is why it applies a match only on an exact amount.