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Create Menu - Receipt - Prepayment Invoice

This page describes the 'Prepayment Invoice' function on the Create menu in the Receipt record window. If you are using iOS or Android, the 'Prepayment Invoice' function is on the + menu.

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The 'Prepayment Invoice' function is designed for use in Russia, where output (sales) VAT is calculated from monies received (i.e. from Receipts). If you receive a deposit for goods or services that you are not going to deliver until the next month, it may be that you will not issue a supporting Invoice until the time of delivery, so you will need to use this function to create and print a Prepayment Invoice for filing.

Enter the deposit as a normal Prepayment Receipt. In the row representing the Prepayment, leave the Invoice Number blank and instead specify a Prepayment Number on flip D. This can be a number of your own generation, the number given to the deposit by the Customer or the Order Number of the Order against which you have received the deposit.

If you want to use the Order Number as the Prepayment Number, activate 'Paste Special' from the Order No. field (also on flip D) to open a list of Orders from which you can choose the correct one. The Sales Order Number will then be copied to the Prepayment No. field, the Customer will be changed to the one in 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 deposit if this is different. If you do not want to connect the Prepayment to an Order, enter the Customer Number and Received Value and then enter the Prepayment Number on flip D.

In all cases, the Customer must be one with a Contact record in which you have ticked the On Account box on the 'Terms' card.

Enter a VAT Code on flip E and a VAT Value will be calculated automatically. Check this is correct and save the Receipt. Then select 'Prepayment Invoice' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). An Invoice will be created immediately and opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and checking.

The Prepayment Number and Date will be copied to the Receipt Info field on the 'Terms' card. This field is only visible if the VAT Law in the Company Info setting is "Russian". You can edit this field if necessary. If you need it to be printed on the Invoice form, include the "Receipt Info" field in your Form Template design.

Print the Invoice in the usual way. Then, close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). When you mark the Prepayment Invoice as OK and save, no Nominal Ledger Transaction will be created, as its only purpose is to allow you to print an Invoice. You must mark the Prepayment Invoice as OK in order for it to be included in the Sales Book: it will not be included in any other reports. When you deliver the goods or services, you should create a standard Invoice from the Order or Delivery and mark it as OK in the usual way.

If the function does not create an Invoice when expected, the probable causes are:

1. The Receipt has more than one row. The function will only create an Invoice from a Receipt that has a single row.
   

2. You have not saved the Receipt (i.e. the window title is 'New' or 'Update').
   

3. There is no valid record in the Number Series - Invoices setting. This might be a fault in the setting itself, or it might be because the default Invoice Number on the 'Number Series' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If you make a change to the 'Number Series' card of the Person record, you will need to quit Standard ERP and restart for it to take effect.

You can use Access Groups to prevent certain users from creating Prepayment Invoices from Receipts using this function. To do this, deny them access to the 'Prepayment Receipt to Invoice' Action.

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The Receipt register in Standard ERP:

• Introduction
  

• Entering a Receipt
  

• Receipts in Currency
  

• Checking Receipts, Marking as OK and Posting to the Nominal Ledger
  

• Nominal Ledger Transactions from Receipts
  

• Prepayments and On Account Receipts
  

• Correcting Mistakes in Receipts
  

• Withholding Taxes in the Sales Ledger
  

• Operations menu
  

• Create menu, including:
  
  • Receipts Suggestion
    

  • Workflow Activity
    

  • Cash In
    

  • Cheque
    

  • Down Payment
    

  • E-Mail
    

  • Prepayment Invoice
  
  
• Row menu

Go back to:

• Home page for Sales Ledger manual
  

• Home page for Standard ERP manual

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