What it is
When an invoice is issued on credit (payment method PPD, paid in installments or deferred, with payment form 99, to be defined), every payment you receive later must be backed by an electronic payment receipt: a CFDI (Mexico's electronic invoice) carrying the payment complement (complemento para recepción de pagos). The SAT requires issuing it no later than the fifth calendar day of the month after the payment, and for each related invoice it states the installment number, the prior balance, the amount paid and the remaining balance (saldo insoluto).
When to use it
With customers who pay later: a convention's master account, or an event invoiced before it is collected. In Containn, an invoice on credit is issued from Standalone invoice or From a master account by ticking On credit (PPD): the client pays later. A stay's invoice is issued already paid and carries no complement.
Do not confuse split invoices with installments: splitting a stay among several guests creates several paid invoices, not an invoice on credit.
Step by step
- In Invoicing, the Invoices on credit section shows each invoice with its total, amount paid, balance and payments.
- Click Record payment received and choose the customer: a payment receipt belongs to a single RFC (taxpayer ID).
- Enter the date it was received (it cannot be in the future), the payment form, the amount and, optionally, a reference.
- In Which invoices does it pay?, Containn suggests starting with the oldest. You can change each amount without exceeding any invoice's balance; the payment must be fully applied.
- When you save, each invoice gets its installment with a sequential number, prior balance, amount paid, remaining balance and the IVA (value-added tax) covered by that payment, in proportion to the total. The last payment closes exactly, with no stray cents.
For example, an invoice on credit for 11,600.00 MXN (10,000.00 plus 16% IVA) paid in two equal payments:
| Installment | Prior balance (MXN) | Paid (MXN) | Remaining balance (MXN) | IVA in the payment (MXN) |
|---|---|---|---|---|
| 1 | 11,600.00 | 5,800.00 | 5,800.00 | 800.00 |
| 2 | 5,800.00 | 5,800.00 | 0.00 | 800.00 |
Containn records each payment with all its balances and marks it to stamp, with its deadline in plain sight: the notice turns red once one is overdue. Stamping the payment receipt is not available yet; in the meantime, issue it outside Containn before the 5th, using the amounts it already calculated.
Invoicing on credit is turned on per hotel. If you do not see Invoices on credit or the On credit (PPD) box when issuing, your hotel does not have it yet.
What can go wrong
- You recorded a payment wrong. Use Void this payment while its receipt is not stamped and it is the latest payment on each invoice: voiding one in the middle would break the installment numbering. Voiding cannot be undone.
- You want to cancel an invoice on credit that has payments. Void its payments first, then cancel the invoice.
- The customer paid more than they owe. A payment cannot exceed any invoice's balance and must be fully applied, so record only the amount that settles their invoices.