Search HansaManuals.com HansaManuals Home >> Standard ERP >> Sales Orders >> Sales Order Register Previous Next Entire Chapter in Printable Form Search This text refers to program version 8.3 Create Menu - Sales Order - Down Payment Invoice This page describes the 'Down Payment Invoice' function on the Create menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Down Payment Invoice' function is on the + menu.--- You should raise a Down Payment Invoice when you receive a deposit against an Order or if you wish to ask for one. A Down Payment Invoice must be connected to a Sales Order. If you need to issue a Down Payment Invoice, you must therefore create a Sales Order first. You can create a Down Payment Invoice in two ways:
You can specify that a dedicated Debtor Account will be used in Down Payment Invoices. To do this, enter the dedicated Debtor Account in each Order Class (in the Debtors A/C field on the 'Accounts' card). If you have not specified a Debtor Account in an Order Class or an Order does not belong to an Order Class, the usual Debtor Account will be used (taken from the Customer Category or the Account Usage S/L setting). If you need Orders to pass through an approval process before you can create Down Payment Invoices from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card for brief details about the approval process and here for full details. To create a Down Payment Invoice from an Order, first open the Order in a record window. If the Order is already open in a record window, ensure you have saved all changes. Then select 'Down Payment Invoice' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The 'Down Payment Invoice' function will behave in one of two ways, depending on whether you are using the Details on Invoice option in the Down Payments setting. The two options are described in separate sections below the illustration. After creating a Down Payment Invoice, its value including VAT will be shown in the Downpaid column in the 'Orders: Browse' window: Details on Invoice offIf you are not using the Details on Invoice option, a Down Payment Invoice will be created immediately you select the function and opened in a window entitled 'Invoice: Inspect'. This means that it has already been saved and is being opened for checking.The Down Payment Invoice will contain a single row with the Down Payment amount. This row will contain the following information:
In cases 2-4, the appropriate Sales Account for the Zone of the Order will be used. You can change this Account in a particular Down Payment Invoice if necessary. In the Nominal Ledger Transaction, the Account shown in the first row of the Invoice will be credited with the value of the Down Payment, while the Debtor Account will be debited as usual. It might be that you need to use a dedicated Account to hold the value of a Down Payment until you issue the final Invoice. This has been done in the illustration, using Account 194. After delivering the Items on the Order, raise the final Invoice from the Order in the usual way (e.g. from the Create menu in the Order or Delivery or using a Maintenance function such as 'Invoice Delivered Orders'). This Invoice will contain a row deducting the Down Payment amount. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total. Details on Invoice onIf you are using the Details on Invoice option in the Down Payments setting, a 'Specify Down Payment Invoice' window will open when you select the function:Enter the percentage that is to be used to calculate the value of the Down Payment Invoice (the default is the standard percentage from the Customer Category or from the Down Payments setting, and you cannot enter a figure greater than 100%). If you have already created at least one Down Payment Invoice from an Order and you want to create a new Invoice for the remaining Order amount, enter 100 as the Percentage and select the Use Remaining % option. If you do not select this option while entering a Percentage that is too high, the new Invoice will not be created. A Percentage is too high if it means that the total value of the existing Down Payment Invoices plus the new one would be greater than the value of the Order. When you press [Run], a Down Payment Invoice will be created: The Account in the Down Payment row (Account 194 in the illustration above) will be chosen as follows:
One reason for using the Details on Invoice option is so that VAT in a Down Payment can be calculated using the VAT Codes of each Item in the Order instead of an overall VAT Code. The VAT Code in each Order row will therefore be copied to the corresponding row in the Down Payment. If you are using the Details on Invoice option for this reason, do not specify a VAT Code in the Down Payments setting. If you do, this VAT Code will be used in each row in the Down Payment, which would defeat the purpose of the Details on Invoice option. When you are sure the Down Payment Invoice is correct, mark it as OK and save it. As with all Invoices, this will cause the Sales Ledger to be updated and, if so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting, a Nominal Ledger Transaction to be created. You can then print the Invoice and send it to the Customer. In the Nominal Ledger Transaction, the Account in the each row in the Invoice will be credited with the Down Payment value in that row, while the Debtor Account will be debited as usual. It might be that you need to use a dedicated Account to hold the value of a Down Payment until you issue the final Invoice. This has been done in the illustration, using Account 194. After delivering the Items on the Order, raise the final Invoice from the Order in the usual way (e.g. from the Create menu in the Order or Delivery or using a Maintenance function such as ''Invoice Delivered Orders'). This Invoice will contain rows deducting the Down Payment amounts. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total. Deleting a Down Payment InvoiceIf you create a Down Payment Invoice by mistake using this function, you can delete it using this procedure, providing you haven't saved it after marking it as OK:
Crediting a Down Payment InvoiceIf you need to reverse a Down Payment Invoice, follow the standard crediting procedure. Open the Down Payment Invoice and select 'Credit Note' from the Create menu, then mark the resulting Credit Note as OK and save. Using the 'Credit Note' function will ensure that Downpaid figure in the 'Orders: Browse' window will be updated with the value of the Credit Note. If you try to reverse a Down Payment using other methods (e.g. creating a second Down Payment Invoice from the Order in which the Down Payment value is negative), the Downpaid figure in the 'Orders: Browse' window will not be updated. It is also not possible to create a Credit Note by duplicating a Down Payment Invoice and changing the Payment Term.--- The Sales Order register in Standard ERP:
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