Processing Prepayment Based Invoice

Explanation

This activity is used to handle, create and to remove a prepayment-based invoice which is part of the customer order flow. The prepayment-based invoice functionality is an alternative way of invoicing prepayments to the advance invoice functionality. It is typically used in Poland. It consists in first registering the prepayment and then, based on this, creating the prepayment invoice. If the prepayment-based invoice is created erroneously, it is possible to remove it from the system as long as it has not been printed and posted, in the same way as credit invoices can be removed while they are in status Preliminary. The activities are done in the following windows: Handle Prepayment Based Invoice, Create Prepayment Based Invoice and Customer Invoice.

Prerequisites

Defining required prepayment amount for a customer order:

Creating prepayment-based invoice:

Removing prepayment-based invoice:

System Effects

Defining required prepayment amount for a customer order:

Creating prepayment-based invoice:

Note: Customer tax withholding is not supported for prepayment-based invoice.

Removing prepayment-based invoice:

Window

Handle Prepayment Based Invoice
Customer Invoice

Related Window Descriptions

Handle Prepayment Based Invoice
CO with Required Prepayments
Create Prepayment Based Invoice
Customer Invoice

Procedure

Defining required prepayment amount for a customer order:

  1. Open the Handle Prepayment Based Invoice window.
  2. On the header, in the Required Prepay Amt field, you can enter the amount required to be paid in advance. The percentage that this amount represents will be automatically calculated. Another option is to enter the percentage of the customer order gross amount (including charges), which is required to be paid in advance, in the Percentage field. Then the amount will be automatically calculated.
  3. If the customer has agreed to the prepayment amount, then select the Prepayment Approved check box.
  4. On the Connected Payments tab, you can connect any available prepayments which are not yet connected to a customer order.

Creating prepayment-based invoice:

  1. Open the Handle Prepayment Based Invoice/Connected Prepayments tab.
  2. Select the prepayment that has not been invoiced yet.
  3. Right-click and select Create Invoice and the Create Prepayment Based Invoices dialog box will open.
  4. On the Create Prepayment Based Invoices dialog box, you can edit the suggested lines, description, tax codes and amount. The amount can be edited only to be less than or equal to the amount shown.
  5. Once satisfied, you can choose to just create, create and print, or create, print and off-set the invoice by selecting  Create and Create, Print and Off-set.
  6. Once satisfied, you can choose to just create, or create, print and off-set the invoice by selecting Create and Create, Print and Off-set. If you select Create, the invoice will be in status Preliminary. If you choose Create, Print and Off-set, the invoice will be in status Paid Posted.

Removing prepayment-based invoice:

Once the invoice is created and in status Preliminary, if you need to do any changes to the tax code or the amount, you need to remove it and create a new one.

  1. Open the Customer Invoice window and query for the required invoice.
  2. Right-click on the header or on the General tab and select Remove Prepayment Based Invoice.
  3. On the information message that appears, click OK.