Create Down Payment Invoices from Receipts
If you have received a deposit (or "Down Payment") against an Order, one way to proceed is to record the deposit as a
Prepayment (i.e. to enter it in a Receipt row with Order and Prepayment Numbers on flip D but without an Invoice Number). You will then need to create an Invoice for the deposit and to connect it to the Prepayment so that it is treated as paid.
You can create an Invoice for the deposit using one of two methods. Both methods will create Invoices that include rows connecting them to the relevant Prepayment. So, as soon as you mark such an Invoice as OK and save it, it will immediately be treated as paid.
- If you only need to create an Invoice from a single Down Payment, you can do so from the Receipt immediately after marking it as OK and saving it. While the Receipt is open, click in the row containing the Down Payment and choose 'Down Payment' from the Create menu (in versions prior to 8.0, use 'Create Down Payment' from the Operations menu).
- If you need to create Invoices for several Down Payments in a batch, you can use this 'Create Down Payment Invoices from Receipts' Maintenance function. The Invoices created by this function will not be marked as OK, so you can modify or delete any of them before marking them as OK, saving and printing.
Before creating Down Payment Invoices, ensure you have configured the
Down Payments setting in the Sales Orders module. In particular, you should specify the Payment Terms to be used in Down Payment Invoices, and specify a Down Payment Item that contains the Account that is to be credited with Down Payment values. If you need each Order Item to be listed in Down Payment Invoices, select the Details on Invoice option. If not, enter the text that is to appear in Down Payment Invoices in the Text field and specify the VAT Code to be used for Down Payments in the Down Payment Item.
When you select the function, the 'Specify Create Payment Invoices from Receipts' window will open:
- Period
- Paste Special
Reporting Periods setting, System module
- The function will run through all Receipts with dates falling in the period specified here, and will create a Down Payment from each Prepayment row.
- Receipts
- Range Reporting
Numeric
- If you need to create Down Payment Invoices from the Prepayment rows in a particular Receipt, enter its Receipt Number here. You can also enter a range of Receipt Numbers separated by a colon (:).
When the specification window is complete, click the [Run] button to activate the function. The relevant Down Payment Invoices will be created and placed in the Invoice register. They will be marked with a "D" in the 'Invoices: Browse' window (between the Total and the Currency), making them easy to locate.
If you create an Invoice by mistake using this function, you can delete it using this procedure, providing you haven't marked it as OK:
- Set the value of the Invoice to zero. Do this by removing every row from the Invoice or by changing all quantities to zero.
- Save the Invoice.
- Delete the Invoice using the 'Delete' command on the Record menu.
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Maintenance functions in the Sales Ledger:
Go back to:
Introduction to Maintenance in the Sales Ledger
