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This text refers to program version 4.3  

Operations Menu - Create Down Payment

You can raise an Invoice immediately from the Receipt screen when you receive a deposit (or 'Down Payment') against an Order.

Enter a Down Payment by the Customer, but leave the Invoice Number blank. Instead, specify a Prepayment Number on flip C. For the purpose of the 'Create Down Payment' function, this must be the Order Number of the Order against which the Down Payment has been received. Use 'Paste Special' to obtain a list of Orders from which you can choose the correct one. The Customer on flip A will be changed to that of the Order, and the Bank Amount and Received Value will be changed to the Order total. Change the Received Value to the value of the Down Payment if this is different. The Customer must be one whose On Account box on the 'Company' card has been checked.

If you changed the Received Value, move the cursor out of that field but in all cases ensure that it is in the row containing the Down Payment. Make sure too that the Received Value is greater than zero and that the Inv No field in that row is blank. Then select 'Create Down Payment' from the Operations menu. An Invoice for the Down Payment is created immediately. It is opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval. The text ("Deposit for" in the illustration) is taken from the Down Payments setting in the Sales Support module, while the VAT Code (and therefore the VAT calculation) and the Sales Account are taken from the Item specified in that setting.

Approve the Invoice and print it in the usual way. Then, close it using the close box. When you return to the Receipt, the Invoice Number field will have been filled in with the Number of the new Invoice, and the Prepayment Number will have been removed:

Approve the Receipt and save it in the usual way by clicking [Save]. If you did not approve the Down Payment Invoice, you will not be able to save the Receipt because you cannot receive payments against unapproved Invoices.

!	Remember to save the Receipt for the Down Payment

You can only create one Down Payment Invoice from a particular Order. Subsequent Down Payment Invoices created from an Order will be for a zero amount.

This function creates an Invoice when a deposit is received for which no Invoice exists. If you choose not to create a Down Payment Invoice straight away, please refer to the On Account Receipts and Prepayments page for details of allocating the payment to an Invoice raised later.

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