Payment Requests
With the SimpleOne platform, you can create payment requests. This feature enables you to store and process payment data from external accounting systems and provides different ways for submitting payment documents, for example, using electronic document management systems.
With payment requests, you can track both planned and actual payment dates.
On the form, you can also specify information about the order when its payment process starts. You can also add information about the payment order from an external accounting system.
The Payment Request (payment_request) table is extendable and can be used in other platform applications. Therefore the table's out-of-the-box logic has minimum configurations and does not provide any process automation. You can customize it without the risk of conflicts with the existing business logic in your platform instance.
Create a payment request
Roles required:
- Create, update – payment_manager or admin
- Read – all users
- Delete – admin
To create a payment request, follow the steps:
- Navigate to Budgets → Payment Requests.
- Click New and complete the form.
- Click Save or Save and exit. The record will be in the Registered state.
Payment request form fields
| Field | Mandatory | Description |
|---|---|---|
| Subject | Y | Specify the subject of the payment request. |
| Caller | Y | Specify the user who initiated the payment request. The caller must have an active and not locked out Employee account in the system. |
| Cost center | Y | Specify the cost center responsible for the payment. |
| Cost item | Y | Specify the cost item associated with the payment request. |
| Provider | N | Specify the provider of the purchased goods or services. |
| Purchase request | N | Specify the purchase request related to the payment order. |
| Payer | Y | Specify the company on whose behalf the payment will be made. |
| Organizational unit | N | Specify the organizational unit on whose behalf the payment will be made. |
| In favor of | N | Specify the company in favor of which the payment will be made. |
| Preferred payment date | N | Select the preferred payment date. |
| Actual payment date | N | Select the actual payment date. |
| Request number in the accounting system | N | Specify the request number in the external accounting system. |
| Recipient in the accounting system | N | Specify the recipient in the external accounting system. |
| Payment order in the accounting system | N | Specify the payment order number in the external accounting system. |
| Closing documents | N | Select the method for providing closing documents. Available options:
|
| Description | N | Add a description of the payment request. |
| Information provided | N | Select the checkbox after all the necessary payment information has been provided. |
| Amount | N | Specify the payment request amount. |
| Currency | N | Specify the currency of the payment amount. |
| Amount in the accounting system | N | Specify the payment request amount as stated in the external accounting system. |
| Currency in the accounting system | N | Specify the currency in the external accounting system. |
| Amount in default currency | N | Specify the payment amount in the default currency. |
| Default currency | N | Specify the currency to use by default. |
| Assigned user | N | Specify the user assigned to the payment request. You can specify users with the payment_manager or admin role only. |
| Assignment group | N | Specify the group assigned to the payment request. |
Related lists
Approvals – contains approval tickets for the payment request and shows approvers' names with approval states.
Payment request state model
The out-of-the-box payment request provides eight states in the list interface of the Payment request (payment_request). You can add the state field to the form if necessary.
Available states:
- Registered – the initial state is assigned after the record is first saved.
- Payment required – the state is set by the assigned user after all the required information has been provided.
- Payment in progress – the state is set by the assigned user when the payment process has started.
- Information requested – the state is set by the assigned user when additional information is required. After the information is provided, select the Information provided checkbox and update the state.
- Payment completed – the state is set by the assigned user after the payment has been completed.
- Completed – the state is set by the assigned user after all the required closing documents have been provided. This is a final state.
- Cancellation requested – the state is set by the assigned user when canceling the payment request requires approval.
- Canceled – the state is set by the assigned user to cancel the payment request. This is a final state.