The payment synchronization with Octopus is a synchronization that runs once every 4h and looks up the outstanding balance in Octopus for all open invoices. For this, a report is retrieved of all open items in Octopus.
We look up the outstanding balance using the accounting item number, because this is the only information IAMD has on the entries automatically created in Octopus when exporting the invoice.
It is therefore also very important that these accounting item numbers match. Suppose you undo a booking in Octopus and rebook it yourself, the book piece number must match. If this does not match, the payment synchronization will not work correctly. So adjust the entry number in Octopus manually if necessary.
Description-of-operation
For each outstanding bill:
the outstanding balance is looked up using the book item number.
If the outstanding balance matches the outstanding balance in IAMD,
then nothing will happen to this invoice.If it does not match, then a partial payment will be entered.
Does the invoice no longer appear in the open items report? Then we assume full payment and a full payment will be entered.
Limits
It is currently not possible to look up a single invoice's payment status, due to a restriction on this from Octopus. When this is made possible with Octopus, IAMD will be able to integrate this functionality.
Note on transition to a new calendar year and open items
A unique payment synchronization challenge occurs when transitioning from one fiscal year to another. At the turn of the year, outstanding items may not yet have been transferred to the new fiscal year in Octopus. In such a case, IAMD receives an empty list back from Octopus.
IAMD interprets this empty list as an indication that all invoices have been paid and enters payments on all sales invoices accordingly.
Currently, Octopus does not provide a method by which IAMD can detect that the empty list is the result of a (provisionally) empty fiscal year. This makes it difficult for IAMD to respond appropriately to this situation without manual intervention.
Because of this limitation, it is important for users to be aware of the potential impact of the year transition on payment synchronization.