Process Basic Advance Payment Requests from Construction Invoice Plan Sales

When processing an Advance Payment request from the Construction Invoice Plan, a sales order is created using the Cumulative Invoicing model.

After creating the connection to the Advance Payment Plan, the construction invoices are created and the advance payments are posted. To create the cumulative invoices, deduction templates must be used. After all advance payment requests are posted from the construction invoice plan, you can post the final invoice in the Construction Invoice Plan and then complete the process by posting the Sales Order.

Prerequisites

Before creating the Construction Invoice 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
    • BoQ job line to connect the invoice plan to (in WBS field) with Sales Code Posting by = Sales Order
  • 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
  • Deduction Templates
    • Down Payment with at least a row with Totaling Type = Minus Net Amount (is reduced with previously invoiced advance payment requests)
    • Final Invoice with only deduction amounts (is not reduced with previously invoiced/paid advance payment requests)

Create Connection to 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. Go back to the Sales Order.
  4. Expand the Advance Payment FastTab to view the connection to the Advance Payment Plan.

Create First Construction Invoice and Advance Payment Plans

Once the prerequisites are done, you can create the first construction invoice and advance payment plans, which includes creating the Construction Invoice Plan and posting the Advance Payment Request and Sales Invoice.

Create Construction Invoice Plan

  1. On the Related menu, choose Construction Invoicing > Construction Invoice Plan.
  2. Click the Yes button to create a new Invoice Plan for the sales order.
  3. In the WBS field, choose the BoQ job line to connect the invoice plan to.
  4. In the Contract Type field, choose the Lump-sum Contract option.
  5. Choose Show more and then enter the deduction templates in the Deduction Template Down Payment and Deduction Template Final Invoice fields.
  6. In the Status field, choose the Released option.

Add First Down Payment Line

  1. In the Invoice Plan Lines FastTab, choose the Down Payment option in the Type field.
  2. In the No. field, enter the identifier for the down payment, such as "01" for the first down payment.
    Notice that the Advance Payment No. field is updated with the advance payment plan assigned to the sales order.
  3. In the Description enter a description for the down payment, such as "1. AP" for the first down payment.
  4. In the Planning Date field, enter the date the invoice process is planned.
  5. Enter the advance payment amount in either:
    • the Payment % field by entering the percentage of the order value to be calculated as the Net Amount (LCY).
    • the Net Amount (LCY) field by entering the full amount to be invoiced.
  6. Choose the empty Net Deductions (LCY) field or choose Line > Deduction Calculation on the Invoice Plan Lines FastTab to open the Deduction Calculation page.
  7. Update the deduction calculations as needed and then choose the Calculate action.
  8. Choose the Transfer Value action to transfer the calculated deduction values back to the Construction Invoice Plan.
  9. Choose the OK button to close the transfer confirmation message.
  10. Choose the Close button.
    The Net Deductions (LCY) and Net Total Amount (LCY) fields are updated in the lines to reflect the deduction and reduced invoice amount.
  11. In the Posting Date field, enter the posting date for the invoice.

Create and Post First Advance Payment Request

  1. On the Process menu, choose the Release Line (Advance Payment) action.

  2. Choose the Yes button to release the invoice plan line.
    The Advance Payment Plan Sale page opens with the construction invoice plan information in the line. In addition to calculated values, the line has the Invoice Plan No. and Invoice Plan Line No. to connect the advance payment request to the construction invoice plan.

  3. Select the To Invoice checkbox on the line.

  4. On the Process menu, choose the Post action.

  5. 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 cumulated amount from the Advance Payment Request line.
    • Second line for the net deduction from the Advance Payment Request line.

    The Construction Invoicing FastTab contains the invoicing information.

  6. On the Posting menu, choose the Post action.

  7. Choose the Yes button to post the invoice and then choose the No button to close the posted invoice message.

  8. Go back to the Construction Invoice Plan Sales page.

Create Second Construction Invoice and Advance Payment Plans

After processing the first down payment, you can begin the process for the second one, which includes adding a second construction invoice plan line and posting the Advance Payment Request and Sales Invoice.

Add Second Down Payment Line

  1. In the lines of the Construction Invoice Plan Sales page, go to the next open line.
  2. Choose the Down Payment option in the Type field.
  3. In the No. field, enter the identifier for the down payment, such as "02" for the second down payment.
  4. In the Description enter a description for the down payment, such as "2. AP" for the second down payment.
  5. In the Planning Date field, enter the date the invoice process is planned.
  6. In the Predecessor Down Payment No. field, enter the No. of the previous down payment line.
  7. Enter the advance payment amount in either:
    • the Payment % field by entering the percentage of the order value to be calculated as the net amount. The Net Amount (LCY) field is updated with the calculated percentage plus the net amount from the previous line.
    • the Net Amount (LCY) field by entering the full amount to be invoiced plus the net amount from the previous line.
  8. Choose the value in the Net Deductions (LCY) field to open the Deduction Calculation page.
  9. Update the deduction calculations as needed and then choose the Calculate action.
  10. Choose the Transfer Value action to transfer the calculated deduction values back to the Construction Invoice Plan.
  11. Choose the OK button to close the transfer confirmation message.
  12. Choose the Close button.
    The Net Deductions (LCY) and Net Total Amount (LCY) fields are updated in the lines to reflect the deduction (including the previous net amount) and reduced invoice amount.
  13. In the Posting Date field, enter the posting date for the invoice.

Create and Post Second Advance Payment Line

  1. On the Process menu, choose the Release Line (Advance Payment) action.

  2. Choose the Yes button to release the invoice plan line.

    The Advance Payment Plan Sale page opens with the new construction invoice plan information in the second line. In addition to calculated values, the line has the Invoice Plan No. and Invoice Plan Line No. to connect the advance payment request to the construction invoice plan.

  3. Select the To Invoice checkbox on the line.

  4. On the Process menu, choose the Post action.

  5. 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 Advance Payment Request line.

    The Construction Invoicing FastTab contains the invoicing information.

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 and then choose the No button to close the confirmation message.

Create Additional Down Payments

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

Add Final Invoice Line

Note

Previously invoiced/paid Advance Payment Requests must not be reduced for Final Invoices in the deduction calculation.

  1. Go back to the Construction Invoice Plan Sales page.
  2. In the Invoice Plan Lines FastTab, choose the Final Invoice option in the Type field.
  3. In the No. field, enter the identifier for the final invoice, such as "10".
  4. In the Description enter a description for the final invoice.
  5. In the Planning Date field, enter the date the invoice process is planned.
  6. In the Predecessor Down Payment No. field, enter the number of the previous down payment line.
  7. Enter the final invoice amount in either:
    • the Payment % field by entering the remaining percentage of the order value to be calculated as the net amount to reach 100. For example, if the down payment lines total 60, then enter 40 in the Payment % field. The Net Amount (LCY) field is updated with the calculated percentage.
    • the Net Amount (LCY) field by entering the value from the Order Value (LCY) field in the General FastTab.
  8. Choose the value in the Net Deductions (LCY) field to open the Deduction Calculation page.
  9. Update the deduction calculations as needed and then choose the Calculate action.
  10. Choose the Transfer Value action to transfer the calculated deduction values back to the Construction Invoice Plan.
  11. Choose the Close button.
    The Net Deductions (LCY) and Net Total Amount (LCY) fields are updated in the lines to reflect the deduction and reduced invoice amount.
  12. In the Posting Date field, enter the posting date for the invoice.

Create and Post Final Advance Payment Line

  1. On the Process menu, choose the Release Line (Advance Payment) action.
  2. Choose the Yes button to release the invoice plan line.

The Sales Order page opens with all related BoQ positions and a final line with the net deduction from the final invoice line in the construction invoice plan information.

Post Sales Order and Print Document

  1. On the Posting menu, choose the Post action to ship and invoice the sales order.
  2. Choose the Yes button to post the sales invoice and then 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.
    • On the Construction Invoicing FastTab, the construction invoice plan information is shown.
  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.

Feedback

Submit feedback for this page .