vendor_payment_diff_amount/USER_GUIDE.md

User Guide: Payment Deductions

⚠️ IMPORTANT: Expense Account Required

When using payment deductions, you MUST set the Expense Account field.

This is a requirement to ensure proper journal entry creation.

Quick Start Guide

Step-by-Step: Creating a Payment with Deductions

1. Go to Accounting > Vendors > Payments

2. Create New Payment

   • Payment Type: Send Money (Outbound)
   • Partner Type: Vendor
   • Partner: Select your vendor (e.g., PT Telkom Indonesia)

3. ⚠️ CRITICAL: Set Expense Account FIRST

   • Expense Account: Select the expense account (e.g., "611505 Telepon & Internet")
   • This field is REQUIRED when using deductions

4. Enter Payment Amount

   • Amount: Enter the full amount (e.g., 2,000,000)

5. Add Deductions

   • Click "Add a line" in the Deductions section
   • For each deduction:
     • Deduction Account: Select tax account (e.g., "PPh 21")
     • Deduction Amount: Enter amount (e.g., 100,000)
     • Description: Optional (e.g., "Withholding Tax")

6. Verify Amounts

   • Total Deductions: Should show sum of all deductions
   • Final Payment Amount: Should show amount minus deductions

7. Post Payment

   • Click "Confirm" to post the payment

Example

Scenario: Paying PT Telkom with Tax Withholding

Payment Details:

• Vendor: PT Telkom Indonesia
• Expense Account: 611505 Telepon & Internet
• Amount: Rp 2,000,000

Deductions:

• PPh 21: Rp 100,000
• PPh 29: Rp 50,000

Result:

• Total Deductions: Rp 150,000
• Final Payment Amount: Rp 1,850,000

Journal Entry Created:

611505 Telepon & Internet    Debit: Rp 2,000,000
217101 PPh 21                Credit: Rp 100,000
117104 PPh 29                Credit: Rp 50,000
Bank Account                 Credit: Rp 1,850,000

Common Mistakes

❌ Mistake 1: Not Setting Expense Account

Error: "Expense Account is required when using payment deductions"

Solution: Set the Expense Account field before adding deductions

❌ Mistake 2: Using Wrong Account for Deductions

Problem: Trying to use Accounts Payable for deductions

Solution: Use tax payable accounts (PPh 21, PPh 23, PPh 29, etc.)

❌ Mistake 3: Deductions Exceed Payment Amount

Error: "Total deductions cannot be greater than the payment amount"

Solution: Reduce deduction amounts or increase payment amount

Account Setup

Required Accounts

Before using this feature, ensure you have these accounts set up:

1. Expense Accounts

611505 - Telepon & Internet (Expense)
612001 - Office Supplies (Expense)
etc.

2. Tax Payable Accounts

217101 - PPh 21 (Current Liability)
217102 - PPh 23 (Current Liability)
117104 - PPh 29 (Current Liability)

Account Types

Account Purpose	Account Type	Example
Expense Account	Expense	Telepon & Internet
Tax Deductions	Current Liability	PPh 21, PPh 23, PPh 29
Bank	Bank and Cash	Bank BCA

Workflow

Standard Payment Flow

1. Create Payment
   ↓
2. Set Expense Account ⚠️ REQUIRED
   ↓
3. Enter Amount
   ↓
4. Add Deductions
   ↓
5. Verify Totals
   ↓
6. Post Payment
   ↓
7. Journal Entry Created

Batch Payment Flow

1. Create Batch Payment
   ↓
2. Add Payment Lines
   ↓
3. For each line:
   - Set Expense Account ⚠️ REQUIRED
   - Add Deductions
   ↓
4. Generate Payments
   ↓
5. Payments Created with Deductions

Tips & Best Practices

✅ Do This:

1. Always set Expense Account first before adding deductions
2. Use descriptive names for deductions (e.g., "PPh 21 - January 2025")
3. Verify amounts before posting
4. Use correct tax accounts for deductions
5. Keep deductions organized with clear descriptions

❌ Don't Do This:

1. Don't skip Expense Account - it's required!
2. Don't use Accounts Payable for deductions
3. Don't exceed payment amount with deductions
4. Don't use bank accounts for deductions
5. Don't forget to verify final payment amount

Troubleshooting

Problem: Can't add deductions

Cause: Expense Account not set

Solution:

1. Set the Expense Account field
2. Then add deductions

Problem: Wrong journal entry

Cause: Using wrong account types

Solution:

• Expense Account: Use expense account type
• Deductions: Use tax payable (current liability) accounts

Problem: Payment doesn't balance

Cause: Deductions exceed payment amount

Solution:

• Check Total Deductions
• Ensure it's less than Amount
• Adjust deduction amounts if needed

FAQ

Q: Why is Expense Account required?

A: The Expense Account is required to ensure proper journal entry creation. It specifies which expense account should be debited for the full amount.

Q: Can I use Accounts Payable instead of Expense Account?

A: No. When using deductions, you must use an Expense Account. This ensures the correct accounting treatment where:

• Expense is recorded at full amount
• Tax liabilities are created
• Bank is reduced by net amount

Q: What accounts can I use for deductions?

A: Use tax payable accounts (Current Liability type) such as:

• PPh 21 (Income Tax Article 21)
• PPh 23 (Income Tax Article 23)
• PPh 29 (Income Tax Article 29)
• Other tax withholding accounts

Q: Can I have multiple deductions?

A: Yes! You can add as many deduction lines as needed. Each deduction can have its own account and amount.

Q: What if I don't have deductions?

A: If you don't have deductions, you don't need to set the Expense Account. You can use the standard payment flow with Accounts Payable.

Support

For additional help:

1. Check the module documentation
2. Review example payments
3. Contact your system administrator
4. Refer to FINAL_FIX.md for technical details

Version

This guide is for version 2.0.0 of the vendor_payment_diff_amount module.

---

Remember: Always set the Expense Account before adding deductions! ⚠️