iDocuments Down Payment Invoices

First published on: 07/19/2024/4:28 pm

User Guide

Overview

Introduction

This document summarises the iDocuments Down Payment Invoice functionality.

This function is linked to SAP Business One to create A/P down payment invoices.

These invoices don't affect inventory or inventory values and are used to document A/P invoices you receive from a vendor before goods arrive.

The purchase order and A/P reserve invoice are created in iDocuments. When you receive the goods, you create a goods receipt PO based on the A/P reserve invoice.

Then, SAP Business One updates inventory quantities and values.

The A/P reserve invoice is relevant for items only and not available for services.

Changes Required

User Settings

A company setting (Is Down Payment Allowed) is available to enable the option in Rapid Invoice Entry.

Processing

Purchase Orders

The purchase order process would be initially standard.

You'll create the purchase order as an 'open purchase order' in SAP.

A/P Down Payment Purchase Invoice

If the purchase invoice matches its purchase order, you'll get an 'awaiting GRN' message.

You can change the invoice to a down payment type by selecting the ‘down payment’ flag. Reselecting the PO allows you to add the lines without needing a goods receipt.

You can enter the gross value and DPM percent to pay, and the balance will be checked to ensure they're correct.

The relationship is updated in iDocuments when linked to the PO.

The invoice would then be approved as normal and synchronised with SAP Business One.

When the purchase invoice is approved, an A/P down payment invoice will be created in SAP Business One.

This will include a link to the related purchase order.

This process will leave the purchase order in SAP Business One with an 'open' status, even if the down payment amount was the full amount of the purchase order. You can link it later to a goods receipt PO or another A/P invoice.

In iDocuments, the purchase order status remains 'approved' and doesn't close.

If there are more instalments to carry out, you can then process more invoices against the PO as down payments.

Goods Receipt Linked to Purchase Order

After you receive the goods, you create a goods receipt PO based on the purchase order. 

As with other goods receipts, you can copy from the PO or select the 'Add Goods Receipt' page from the ‘Select Order’ filter.

Once the goods receipt is posted, SAP Business One will close the purchase order as normal in SAP Business One.

The relationship map can then show the full process.

Previous

Next