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Operations Menu - Down Payment Invoice

A Down Payment Invoice should be raised if you have received a deposit against an Order or if you wish to ask for one. Hansa allows you to set up a standardised text for such Invoices, whose value can be calculated to be a certain proportion of the Order value. To take advantage of these features (defined using the Down Payments setting), a separate function is provided on the Operations menu of the Order screen by which Down Payment Invoices are created.

On selecting the function, an Invoice is created containing a reference to the Order to which it belongs and the Down Payment amount. The Order must first be saved using the [Save] button before the function can be used.

The Invoice text ("Deposit for Order No " in the illustration) is taken from the Text field in the Down Payments setting. The Down Payment amount is a specific percentage of the Order value, calculated using the Down Payment Percentage of the Customer Category to which the Customer belongs or, if that is blank, the Percentage in the Down Payments setting. This setting will also specify whether this percentage is to be applied to the Order value including or excluding VAT.

The Down Payment Invoice is treated just as any other Invoice:it has to be approved before it can be sent to the Customer and before any Nominal Ledger Transactions are created.

The final Invoice, when raised from the Order, will contain a reference to the Down Payment, which will be shown as a deduction from the total. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total. If necessary you can delete the Down Payment row on the final Invoice and invoice the full amount. The final Invoice from the Order in the example is shown on the page describing the 'Invoice' Operations menu function.

When the Down Payment Invoice is approved, a Nominal Ledger Transaction is created (if so defined in the Sub Systems setting in the Nominal Ledger), crediting the Account shown in the first row of the Invoice. The default for this Account is the Sales Account of the Item (or of its Item Group) specified in the Down Payments setting. If this is blank, or if no Item has been specified, the appropriate Sales Account for the Zone of the Order is used, as specified on card 3 of the Account Usage S/L setting in the Sales Ledger. It might be that you need to change this to a Debt Account used to hold the value of Down Payments until the final Invoice is issued. This has been done in the illustration, using Account 770. When the final Invoice is issued, the resulting Nominal Ledger Transaction will debit the same Account with the Down Payment amount. The Item specified in the Down Payments setting also supplies the VAT Code and thus determines how VAT will be accounted for in Nominal Ledger Transactions created from Down Payment Invoices.

Only one Down Payment Invoice can be created from a particular Order. Subsequent Down Payment Invoices will be for a zero amount.

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