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.

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