Process Basic Advance Payment Requests from Advance Payment Plan

When processing an Advance Payment request from the Advance Payment Plan, a sales order is created using the Cumulative Invoicing model. To create the cumulative invoices, the Net Deduction (LCY) field is used to enter the amounts manually or you can choose the ellipsis button to select the previous line.

After all advance payments are posted, the final invoice is created by posting the sales order.

Prerequisites

Before creating the Advance Payment Plan, the following settings must be done:

  • Job Card, Invoice Model = Cumulative Invoicing
  • BoQ Budget Calculation
    • Sales Code must have Posting by = Sales Order
    • BoQ lines are calculated
  • Sales Order created from Job Budget Calculation or BoQ Position List
    • Created using Bill of Quantities option in request page to get only BoQ applicable lines from the job
    • Invoice Base = Sales Line
  • Report Selections - Sales
    • Draft Invoice = 5292688
    • Invoice = 5013500
  • Modality = Type = Absolute with Value = 0

Create First Advance Payment Request

Once the prerequisites are done, you can create the first advance payment plan, which includes creating the Advance Payment from the sales order and posting the Advance Payment Request and Sales Invoice.

Create First Advance Payment Plan

  1. On the Sales Order, choose the Advance Payment action on the Posting menu.
  2. Choose the Yes button to create the advance payment plan.
  3. If using a modality, choose the one specified in the prerequisites in the Modality field.
  4. In the Description field, enter the description for the advance payment, such as "1. AP" for the first advance payment.
  5. In the Net Amount field, enter the amount of the first advance payment.

Post the Advance Payment Request

  1. Select the To Invoice checkbox on the line.
  2. On the Process menu, choose the Post action.
  3. Choose the Yes button to post the Advance Payment Request.
    The advance payment sales invoice is created with the proper G/L Account using the description and amount from the Advance Payment Request line.
  4. On the Posting menu, choose the Post action.
  5. Choose the Yes button to post the sales invoice.
  6. Choose the No button and then go back to the sales order.

Create Second Advance Payment Request

After processing the first advance payment, you can begin the process for the second one, which includes creating another Advance Payment from the sales order, and posting the Advance Payment Request and Sales Invoice.

Create Second Advance Payment Plan

  1. On the Sales Order, choose the Advance Payment action on the Posting menu to open the existing Advance Payment Plan Sale page.

  2. In the Lines FastTab, go to the next open line.

  3. If using a modality, choose the one specified in the prerequisites in the Modality field.

  4. In the Description field, enter the description for the advance payment, such as "2. AP" for the second advance payment.

  5. In the Net Amount field, enter the amount of the second advance payment as well as the amount of the previous advance payment.

  6. In the Net Deductions field, create the cumulative invoice by either:

    • entering the invoice amount of the previous advance payment.
    • choosing the ellipsis button to select the previous line.


    The Value and Amount fields are updated with the amount minus the deduction.

Post the Second Advance Payment Request

  1. Select the To Invoice checkbox on the second line.
  2. On the Process menu, choose the Post action.
  3. Choose the Yes button to post the Advance Payment Request.

The advance payment sales invoice is created with two lines:

  • Both with the proper G/L Account.
  • First line with the description and cumulative amount from the second Advance Payment Request line.
  • Second line for the net deduction from the second Advance Payment Request line.

Print/View Draft Invoice (Optional)

  1. On the Print/Send menu, choose the Draft Invoice action.
  2. On the request page, choose to show invoicing information.
  3. Choose the Print or Preview button.

Post the Second Advance Payment Sales Invoice

  1. On the Posting menu, choose the Post action.
  2. Choose the Yes button to post the sales invoice.
  3. Choose the No button and then go back to the Sales Order.

Create the Final Invoice

Before you can process the final invoice, you must create and process all advance payments. Then you can create the final invoice by posting the sales order.

Create Additional Advance Payment Requests

Follow the previous steps for creating and posting advance payment requests to complete all processing prior to final invoicing.

Post Sales Order and Print Document

  1. On the General FastTab, update the Posting Date field.
  2. On the Posting menu, choose the Post action to ship and invoice the sales order. After posting, choose the Yes button to open the Posted Sales Invoice. On the Advance Payment FastTab, the Advance Payment Type field is set to Closing Invoice.
  3. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page.
  4. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains advance payment information.

The Sales Order was deleted because it has been completely processed.

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