Cashflow for vtiger 7

1.Introduction

The Cashflow module is designed for vtiger CRM 7 Open Source. The Cashflow module helps you to register your incoming or outgoing payments and associate that payment with other entities in the vtiger CRM Open Source. The extension allows you to track incoming payments that we will receive from customers or will have to make in the future. So it is easy to create a Report or Custom view on payments forecast for incoming or outgoing payment made by our company. It enables you to define payments for some categories like (goods, services, …).

Others of the many features of Cashflow4You module:

  • Track partial incoming and outgoing payment
  • Different color for incoming and outgoing payment amount
  • Balance amount is automatically calculated
  • If balance is null, then Invoice or PreInvoice is updated automatically to Paid
  • If balance is null then Credit Notes is updated automatically to Refunded
  • Reference of payments made on SO, PO, PI, CN, OP or Invoice is showed in „More Information“
  • Relation of payments to Organization or Vendor is showed in “More Information“
  • Total and Pending Payment control
  • Support relation to Document
  • One payment made against various invoices
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2.How to install Cashflow

Please provide following steps in order to install Cashflow

It is highly recommended to finish the installation without any interruption. For successful installation we need to exchange information (see license for details).
  1. Install the .zip (package) file of the Cashflow module via Setting -> CRM Settings -> Module Management -> Modules. Click on the Import Module from Zip.
    Installation of Cashflow for vtiger 7 - step 1

    Installation of Cashflow for vtiger 7 – step 1

  2. Select the .zip (package) file that you downloaded from our shop. Please check that you accepted the disclaimer and would like to proceed. Click on the [Import] button.
    Installation of Cashflow for vtiger 7 - step 2

    Installation of Cashflow for vtiger 7 – step 2

    Note: If you have after this step error message: Sorry! Attempt to access restricted file. Please check if folder test/vlib has correct write permission for browser (apache, www-data).

  3. Verify the import details parsed from the .zip (package) file. Please check that you accepted the license agreement and click [Import Now] to proceed or [Cancel] to cancel.
    Installation of Cashflow for vtiger 7 - step 3

    Installation of Cashflow for vtiger 7 – step 3

  4. Cashflow was imported
    Installation of Cashflow for vtiger 7 - step 4

    Installation of Cashflow for vtiger 7 – step 4

In order to finish installation, please provide following validation steps.

  1. Cashflow Validation Step. Please check your Company information and insert license key. Make sure that your server has Internet access. Click on button [Validate]. If you want to change your Company information, click on button [Change Company Information].
    Validation Cashflow for vtiger 7

    Validation Cashflow for vtiger 7

  2. If Cashflow is installed successfully you will see following screen. Click on [Finish].
    Cashflow was installed successfully

    Cashflow was installed successfully

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3.How to update Cashflow

The upgrade of the Cashflow is initiated in the same way as Cashflow installation or click on Upgrade link in ListView of Cashflow. So please refer to above installation part for details how to initiate the import of the module from the file.

Upgrade of Cashflow

Upgrade of Cashflow

Upgrade of Cashflow

Upgrade of Cashflow

As you can be seen on the Picture below you will be notified that the Cashflow module already exists. Confirm License agreement and upgrade will start immediately when you click on the button.

Upgrade of Cashflow

Upgrade of Cashflow

After upgrade the notification about successful upgrade is shown.

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4.How to create Payment

In the following sections you can find short description of the payment and how to create your first payment for vtiger CRM using Cashflow. As was already mentioned, the Cashflow allows you to track incoming payments that you will receive from customers or outgoing payments you will have to make in the future. The payment consists of more or less twenty fields, but to create the new payment only following 4 are required:

Name Description
Payment Name Payment Name; used to distinguish payments.
Payment Type Type of the payment. Can be only incoming or outgoing.
Amount The amount of the payment
Due Date The data until the payment has to be paid or is expected

Table 1: Required fields for payment creation

The payment

The payment

The fields mentioned in the Table 1 are enough to be filled in order to create simple payment but they are not sufficient to utilize the real potential of the Cashflow. Using additional fields you can simply refer the payments to entities of other modules (INV, SO, PO, CN, PI, OP), check the status of payment (invoice) or define payment category to have better view of your business.

Name Description
Reference Reference to invoice, sales order or purchase order. (Not required)
Payment Date Real date of payment.
(most important field for Cashflow based on this field is set  Payment status)
Payment Status Status automatically defined based of Due Date and Payment Date.

  • Received (incoming payment and Payment Date <= actual date)
  • Waiting (incoming payment and Payment Date > actual date)
  • Paid (outgoing payment and Payment Date <= actual date)
  • Waiting (outgoing payment and Payment Date > actual date)
Payment Category,
Payment Subcategory
(Sub)Category of the payment. User editable field.

Table 2: Fields for payment creation

Within the module Cashflow you are able to create payments without any reference (also called “Other” payments) or payments with references. The following picture describes the references between Cashflow and other vtiger CRM modules and type of references for modules:

  • Invoice – there are three possibilities how to create payment for invoices:
    • 1:1 – one payment for one invoice
    • M:1 – more payments for one invoice – used for advanced payments
    • 1:N – one payment from one organization to pay more invoices at once
  • Sales Order, Purchase Order, PreInvoice, CreditNotes, Opportunities – there are just two
    possibilities to create payment:

    • 1:1 – one payment for one sales order, purchase order, preinvoice, creditnote,
      opportunity
    • M:1 – more payments for one sales order, purchase order, preinvoice, creditnote,
      opportunity – used for advanced payments

The Cashflow4You takes care also in case of payment(s) for sales order and additional payment(s) for related invoices. This scenario is described in details in the chapter (4.5 SO – payment – INV – payment scenario).
In addition to above mentioned references, the payments can refer to Organization or Vendor as well. Two approaches exist to assign the payment towards Organization (or Vendor):

  • automatic creation of the reference – information about Organization is taken directly from Invoice, Sales Order, PreInvoice, Credit Note, Opportunity; for Vendor the information is taken from Purchase Order
  • manual creation of the reference – you can assign each payment to Organization or to Vendor according to your needs, i.e. you can assign payments to Organization or Vendor although the payment is without any reference to INV, SO,PO, PI, CN or OP.

Creating payment
In order to create the Cashflow4You payment you can use following three approaches:

  • Cashflow Payments button – from the DetailView of the modules INV, SO, PO, PI, CN; very quick approach which pre-defines the fields based on related INV, SO, PO, PI or CN
    records (The creation of the payment or partial-payment from payments block)
  • The creation of the multi-payment for more invoices – this is used to create one payment for more invoices in one step (The creation of the multi-payment for more invoices)
  • The basic creation of the template from Cashflow4You ListView – the payment is created from scratch, i.e. you have to define all necessary fields according to your needs from the beginning (The basic creation of the template from Cashflow4You ListView)
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4.1.The creation of the payment or partial-payment from DetailView of record

The Cashflow Payments button is available inside the DetailView of the modules Invoice, Sales Order, Purchase Order, PreInvoice and Credit Notes. As already mentioned, the payment or partial-payment can refer to records from these modules. This makes creation of the payment and partial-payment much easier. In order to create the payment using Payments block please provide following steps:

  1. Go to the DetailView of the module Invoice or Sales Order or Purchase Order or PreInvoice or Credit Notes according to your needs and click on button and select Add Payment or Payments.
    Add payment from DetailView

    Add payment from DetailView

  2. If you click on Add Payment skip to step 3. If you choose Payments  you can see Cashflow block with info about previous Payments. Click on
    Payment block

    Payment block

  3. The EditView will appear on the screen. As you can see below the fields Payment Type, Amount, Due Date, Payment date (actual date) and references to invoice (SO, PO, PI, OP, or CN) and organization or Vendor are already available and based on fields from related record. Fill in at least all missing required fields. You can also define Payment Category and Payment Subcategory.
    Please note that you can define your own values for these fields.
    Save the payment.
     Creating Payment from DetailView of Invoice (SO, PO, PI, CN, OP)

    Creating Payment from DetailView of Invoice (SO, PO, PI, CN, OP)

Please refer also to chapter Payment block for more details regarding block Payments.

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4.2.The creation of the one payment for more invoices

Especially for module invoices the Cashflow brings the possibility to assign one payment towards more invoices. This functionality is available only for Invoice module. This possibility is useful in case that one organization sent payment at ones for more invoices. Such payment can be created only from ListView of the module Invoice:

  • Go to the ListView of the module Invoice and select two or more invoices. Click on More button and choose Create Payment.
    ListView of Invoice

    ListView of Invoice

  • The Create Payment window will appear on the screen. As you can see below the fields Payment Type and Amount are already available and based on fields from related Invoices. Save the payment using button
    How to add one payment to more Invoices

    How to add one payment to more Invoices

    • New functionality you can use when Amount is less than Summary of Invoice’s Total. Standard behavior of Cashflow is that Cashflow try to use Amount to balance Invoice in Order.
      Split amount in order

      Split amount in order

      But now, you can prioritize Invoice by using check-box Pay Off.

      How to change distribution of amount

      How to change distribution of amount

  • In the More Information part of Payment you can find references to these Invoices.
    References to Invoices in DetailView of multi-payment

    References to Invoices in DetailView of multi-payment

The Amount and all particular payments are editable in case you want to define them according to your needs. Currently there is restriction that Amount <= Sum of all payments i.e. final Balance has to be zero. Please note that Due Date is not prefilled because can be different for more Invoices. You have to define your own date in this case.

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4.3.The basic creation of the payment from Cashflow ListView

This approach will be used by users mostly for payments which are not related to any invoice, sales order or purchase order, i.e. to “other” payments. In order to start creation of the template provide following steps:

  • Go to the Cashflow ListView and click on button .
    Cashflow ListView

    Cashflow ListView

  • The EditView will appear on the screen. Fill in at least all required fields. You can also define Payment Category and Payment Subcategory. Please note that you can define your own values for these fields. Save the payment.
    Basic creation of the payment

    Basic creation of the payment

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5.Work area

Work area of Cashflow consists of:

  • ListView – used for common tasks like add new, edit and delete payment, import and export payments and access to others tools
  • DetailView – shows already created payment in details
  • EditView – allows the preparation of the new payment or editing existing payments
  • Cashflow Payments block – mainly used for creation of the new payments from related modules and informs about already created/paid payments
  • Cashflow4You Information tab – for the modules Invoice, Purchase Order, Sales Order, PreInvoice and Credit Notes the new tab for Cashflow information is introduced with fields Paid Amount and Remaining Amount
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5.1.ListView

The common tasks like add/delete Cashflow, import/export Cashflow or start editing have to be initiated via Cashflow ListView. Go to Menu → SALES → Cashflow and Cashflow ListView will appear on your screen.

ListView of Cashflow

ListView of Cashflow

The main part of the Cashflow ListView consists of list of the Cashflows, which gives you information about a Cashflow name, a reference, an amount, Payment Status and related dates. As
shown in the picture, above the list of the payments you can find following:

  1. Action area – contains actions for mass edit, delete, comment, add tag, merge, finding duplicates and export. For options of PDF Export please see (Additional features)
  2. button – is used to add new Cashflow
  3. button – is used to import
  4. Settings area – vtiger related tools, License settings, Integration, Upgrade and Uninstall
  5. List of created Cashflow
  6. filtering
  7. – navigation bar
  8. Searching part
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5.2.DetailView

From ListView you can directly open any payment in the DetailView. The DetailView consists of:

  • Cashflow details part
  • Group of action buttons
    • – switch to EditView and start editing
    • – allows to delete or duplicate Cashflow
    • – vtiger related tools, License, Integration, Upgrade and Uninstall of Cashflow4You
    • – navigation buttons (previous/next Cashflow)
  • References part – most important is reference to Documents, Updates and Comments
  • PDF Maker area – allows to create PDF file( Additional features)
DetailView of Cashflow

DetailView of Cashflow

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5.3.EditView

The EditView shown in the picture below allows the preparation of the new payment as was mentioned in the chapter The basic creation of the payment from Cashflow ListView or editing existing payments. The main utilization of the EditView is in the additional correction of the payments mainly for ‘Payment Date’, ‘Payment Amount’ and others. The EditView is divided into three parts:

  • Payment Information – main part which contains all mandatory fields
  • Description details – can be used to more detailed description or important notes
  • Accounting Information – contains additional accounting information (used mostly for some countries)
EditView of Cashflow

EditView of Cashflow

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5.4.Cashflow Payments block

The Payment block can be found in the DetailView of the modules Invoice, Sales Order, Purchase Order, Credit Notes, PreInvoice and Opportunities when you click on Payments in . Its main purpose is to allow creation of the new payments directly from the DetailView of the related record. In addition it informs you about list of already created payment or partial-payments, the sum of already created payments and the balance. The balance is counted as Grand Total – sum of all payments (including waiting payments and outgoing payments). The balance is used to predefine the Amount in the new payments creation. If you want to disable Cashflow for some module please check chapter Integration.

Cashflow payment block

Cashflow payment block

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5.5.Cashflow Information tab

The Cashflow Information tab can be found inside the DetailView of the modules Invoice, Purchase Order, Sales Order, PreInvoice and CreditNotes. Two field are introduced:

  • Paid Ammount – total of incoming and outgoing payments
  • Remaining Ammount – Grant Total – Paid Ammount; (the waiting payments are not counted)

These two fields are very useful in case of creation filters/views for modules Invoice, Purchase Order, Sales Order, PreInvoice and CreditNotes. So you can obtain real view of Invoice, Purchase Order, Sales Order, PreInvoice and CreditNotes already paid or still not paid etc. irrespective of Invoice, Purchase Order, Sales Order, PreInvoice and CreditNotes status. The value of Remaining Amount is also used to automatic change of the INV/PI/CN status (4.4 Invoice/PreInvoice/CreditNotes status change).

Cashflow Information tab

Cashflow Information tab

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6.Additional features

6.1.Support of PDF Maker

The PDF Maker is extension tool designed by ITS4You for vtiger CRM. It is powerful and flexible tool which allows users of vtiger CRM to create own pdf templates.

Please note that this will work only with PDF Maker Professional.

Before creating PDF file you need to create template of PDF Maker. To create template please check manual for PDF Maker: www.it-solutions4you.com/manuals/vtiger7/pdfmaker

Creating template of PDF Maker

Creating template of PDF Maker

You are able to export PDF from DetailView/ListView of Cashflow.

Creating PDF file from DetailView of Cashflow

Creating PDF file from DetailView of Cashflow

Note: Please check also: 6.2 Correction showing Cashflow Information block values in PDF Maker.

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6.2.Support of Document module

The Cashflow4You allows you to attach the documents to payments. It can be simply done using buttons and in the DetailView of Cashflow.

Documents(s) attached to the payment

Documents(s) attached to the payment

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6.3.Invoice status changes

As already mentioned, in the module Invoice the new tab Cashflow information is introduced with field Remaining Amount. Status of the invoice is automatically changed based on value of Remaining Amount:

  • PAID – when Remaining Amount = 0
  • CREATED – when Remaining Amount > 0 ; for example also in case the payment is remove, change amount of payment etc.
Invoice status change

Invoice status change

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6.4.SO – payment – INV – payment scenario

It is also supported inside Cashflow4You to monitor and take into account the payments done within Sales Order to related Invoice.

Please note that if you create payment for SO after creating Invoice. This payment wont be assigned to Invoice.
SO – pay – INV – pay scenario

SO – pay – INV – pay scenario

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7.Settings

Settings part you can find in ListView and DetailView of Cashflow module.

Settings of Cashflow

Settings of Cashflow

Cashflow Fields & Layout, Casfhlow Numbering and Cashflow Workflow are standard vtiger setting options so these options are not included in this manual.
You can find more on official vtiger page: https://www.vtiger.com/docs

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7.1.Integration

There is new option to enable or disable for which modules you want to use Cashflow. After installation is Cashflow enable for Invoice, Sales Order, Purchase Order. You can change it in Integration settings.

Integration Cashflow

Integration Cashflow

Now, please choose for which module(s) you want to enable or disable Cashflow.

Integration Cashflow

Integration Cashflow

On the next picture you can see differences between enabled and disabled Cashflow extension in Sales Order module.

Sales Order module with/without Cashflow

Sales Order module with/without Cashflow

If you disable Cashflow for module, you do not lost your created Payments. After you re-enable Cashflow you will see your Payments again.
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7.2.License Settings

To open License settings part please click on License settings link.

License settings of Cashflow

License settings of Cashflow

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7.2.1.Deactivate license

If you want to deactivate your license please provide following step:

  1. Click on button
    Deactivate license of Cashflow

    Deactivate license of Cashflow

  2. Confirm deactivation using button
    Deactivate license of Cashflow

    Deactivate license of Cashflow

After deactivation of license, Cashflow doesn’t work at all and Cashflow work area is not accessible either.

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7.2.2.Reactivate license

In case that some problem occurs with license key (moving, copying, migrating, changing Company info) you need to reactivate your license key.

To reactivate license key please provide following steps:

  1. Click on
    Reactivate license of Cashflow

    Reactivate license of Cashflow

  2. Confirm with
    Reactivate license of Cashflow

    Reactivate license of Cashflow

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7.3.Upgrade/Update

The upgrade of the Cashflow is initiated in the same way as Cashflow installation or click on Upgrade link in ListView of Cashflow. So please refer to above installation part for details how to initiate the import of the module from the file.

Upgrade of Cashflow

Upgrade of Cashflow

Upgrade of Cashflow

Upgrade of Cashflow

As you can be seen on the Picture below you will be notified that the Cashflow module already exists. Confirm License agreement and upgrade will start immediately when you click on the button.

Upgrade of Cashflow

Upgrade of Cashflow

After upgrade the notification about successful upgrade is shown.

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7.4.Uninstall

There is also available option to remove Cashflow from your vtiger. To uninstall please provide following steps:

  • Go to the ListView of Cashflow and in Customize choose option Uninstall
    Uninstall Cashflow

    Uninstall Cashflow

  • Click on button
    Uninstall Cashflow

    Uninstall Cashflow

  • Confirm uninstall with button

Now, Cashflow is removed from your vtiger and your license is deactivated. To use Cashflow again you need to provide installation and validation steps (see chapter 2. How to install Cashflow).

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8.Tips & tricks

8.1.Correction showing Cashflow Information block values in Reports

If you want to show values from Cashflow Information block in Reports you need to do some changes in vTiger source code. Please provide following steps.

  • open file modules\Reports\ReportRun.php
  • find value var $append_currency_symbol_to_value
  • add this all:
    ,’Invoice_Paid_Amount’,’Invoice_Remaining_Amount’,’SalesOrder_Paid_Amount’,
    ‘SalesOrder_Remaining_Amount’,’PurchaseOrder_Paid_Amount’,
    ‘PurchaseOrder_Remaining_Amount’

    into var $append_currency_symbol_to_value
Edit RerportRun.php

Edit RerportRun.php

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8.2.Nicer formatting of Cashflow ListView values

Would you like to have formatting like on following picture?

Nicer format of Cashflow values

Nicer format of Cashflow values

Please provide next step
1. Provide SQL commands:

UPDATE `vtiger_field` SET `uitype`= '72' WHERE `tablename`= 'its4you_cashflow4you' AND `columnname`= 'paymentamount'
UPDATE `vtiger_field` SET `uitype`= '72' WHERE `tablename`= 'its4you_cashflow4you' AND `columnname`= 'vat_amount'
UPDATE `vtiger_field` SET `uitype`= '72' WHERE `tablename`= 'its4you_cashflow4you' AND `columnname`= 'total_without_vat'

 

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9.Change log

9.1.Cashflow

  • September 2017 – Cashflow 700.1.0
    • compatibility with vtiger 7
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9.2.Manual of Cashflow

  • September 2017: manual based on Cashflow 700.1.0
    • first initiate for vtiger 7.x
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