Lumiya Down Payment Invoices — User Guide

First published on: 03/04/2026/4:56 pm

Overview

Introduction

This document summarises the Lumiya 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 down payment invoice are created in Lumiya.

When you receive the goods, you create a goods receipt PO based on the PO, and that is matched against the final remaining amount as an A/P invoice.

Then, SAP Business One updates inventory quantities and values.

The A/P down payment invoice applies only to items and is 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 initially be standard.

This will create the 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’ invoice type. Reselecting the PO allows you to add the lines without needing a goods receipt.

You can click the down payment percent field to see the gross values and the down payment percent to pay, and check the balance to ensure it shows as zero.

The relationship is updated in Lumiya 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 equals the purchase order amount. You can link it later to a goods receipt PO or another A/P invoice.

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

If there are more instalment invoices to add that are not the final invoice, they can also be added 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 from base document’ filter.

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

The relationship map shows the full process.

Final Invoice

Any final invoice that is matched to that GRN (i.e., not marked as a down payment invoice) will show the down payment amounts as ‘DPM Amount’ in Lumiya after the PO/GRN is selected.

E.g., the below had a total of $295.80 in down payment invoices.

Note: The full amount of the original PO would not be entered as only the remaining is to be invoiced; in this case, $690.20 to equal the full total amount.

Another example below shows the relationship map for multiple down payment invoices and a final AP invoice from the Goods Receipt PO document.

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