Process Advance Payment Requests from Advance Payment Plan with Measurements

When processing an Advance Payment request from the Advance Payment Plan when measurements are used, a sales order is created using the Cumulative Invoicing model.

In the Advance Payment Plan, the requests are created by calculating the measurements and then the requests are posted. Before you can process the final invoice, you must create and process all measurements and advance payments. In the final steps, measurements are taken over to the sales orders and then the the sales order is posted to create the final advance payment invoice.

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 = Measurement
  • Registered Measurement has been created
  • Report Selections - Sales
    • Draft Invoice = 5292688
    • Invoice = 5292689
  • 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, calculating measurements, 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 for measurements 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.

Calculate Measurements in Advance Payment Plan

  1. On the Lines FastTab, choose the Calculate Measurement action on the Manage menu.
  2. Choose the Yes button to calculate the measurement value.
  3. In the Filter Measurements page, set filters as needed and then choose the OK button.

The Net Amount, Value, and Amount fields are updated in the lines based on the calculated measurements. Additionally, the Measurement Summary Code field is populated with the measurement information.

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.

    The Construction Invoicing FastTab contains the measurement and invoicing information. Choosing the value in the Measurement Amount field opens the Measurement Summary page, which shows all the measurement lines that were included.

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

  5. Choose the Yes button to post sales invoice and then choose the No button to close the posting confirmation message.

  6. 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 a measurement and Advance Payment from the sales order, calculating measurements, and posting the Advance Payment Request and Sales Invoice.

Create Measurement for Second Advance Payment Request

  1. On the Sales Order, choose the Create Measurement Document action on the Process menu.
  2. Choose the Yes button to transfer all BoQ positions or the No button to manually enter the BoQ positions.
  3. In the General FastTab, fill in the Measurement Date and Measurement Location fields.
  4. If the complete BoQ was not inserted in the Lines FastTab, choose the button in the BoQ Position No. field and then choose the line(s) to include in the measurement.
  5. Update the Quantity field with the correct measurement values.
  6. On the Process menu, choose the Register action.
  7. Choose the Yes button to register the measurement document and then choose the OK button to close the message.

Create Second Advance Payment Plan

  1. On the Posting menu, choose the Advance Payment action.
  2. If using a modality, choose the one specified for measurements in the Modality field.
  3. In the Description field, enter the description for the advance payment, such as "2. AP" for the second advance payment.

Calculate Measurements in Second Advance Payment Plan

  1. On the Lines FastTab, choose the Calculate Measurement action on the Manage menu.

  2. Choose the Yes button to calculate the measurement value.

  3. In the Filter Measurements page, set filters as needed and then choose the OK button.
    The Net Amount field is updated in the lines based on the calculated measurements.

  4. 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.

The Construction Invoicing FastTab contains the measurement and invoicing information. Choosing the value in the Measurement Amount field opens the Measurement Summary page, which shows all the measurement lines that were included.

Print/View Draft Invoice with Measurements

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

Post the Second Advance Payment Sales Invoice

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

Create the Final Invoice

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

Create Additional Measurements and Advance Payment Requests

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

Create the Final Advance Payment Invoice

  1. In the Sales Order, choose the Take over Measurements action on the Process menu.
  2. Choose the Yes button to update the order quantity from the measurement quantity.
  3. Choose the Final Invoice (Update Order Quantity) option and then choose the OK button. The Qty. to Ship field is cleared on all lines except those with measurement values and contains the Measurement Quantity except for positions, which are empty because the order quantity was changed to match the completely shipped measurement quantity.

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. The Construction Invoicing FastTab displays related construction information.
  3. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page. Choose to show measurements and invoicing information.
  4. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains measurement information.

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

Feedback

Submit feedback for this page .