Create Customer Order Advance Invoice

Explanation

Use this activity to create invoices for advance payments connected to a customer order. This means that you can create an invoice before delivering any goods to the end customer.

The Advance Invoice tab in the Create Advance Payment Invoice dialog is used for entering data for creating the advance invoice and the Order Info tab is where you can see relevant information regarding order totals.

It is not possible to invoice more than 100% of the order total, in advance. The order total base amount is defined at the company level on the Company/Distribution tab, and its base amount is indicated in the Create Advance Payment Invoice dialog box. When entering a percentage or an accumulated amount, which represents more than the order total, the Create and Create and Print buttons will be unavailable.

The tax codes in the Tax Info table can be edited when the advance payment invoice is taxable, when the customer tax regime is VAT/Mixed.

Prerequisites

• The customer order header must at least be in the Planned status, but not in the Delivered or Invoiced/Closed status.
• At least one order line or one charge line must exist so that the order total is greater than zero.
• There cannot be any stage billing connected to any order line.
• Self Billing check box should not be selected in the customer order line.
• Confirm deliveries cannot be selected for the customer in Order/Misc Customer Info or for the customer order in Customer Order/Delivery Information.
• The invoice can not be a collective invoice.
• To enter or change the tax information a sales tax regime must be enabled for the customer.
• Advance invoices cannot be created when Jinsui invoice creation method is used.

System Effects

• A new customer advance invoice will be created for the amount indicated in the dialog box, including or excluding the taxes. There will be an exception to the way this invoice is posted, since no revenues nor customer claim will be accounted for until the order is delivered and invoiced in the regular way.
• The status of the order will remain unchanged. 
• The Advance Invoice check box will be selected in the Customer Order/References tab. Also, the Advance Invoice check box will be selected in the resulting invoice.
• It will not be possible to enter stage billing to any order line. Customer order statistics will not be affected by the advance invoices.
• If the order is associated with a project, the ID of the project is posted to the advance invoice. The ID is also displayed in the Project ID field of the Customer Invoice/General tab.
• If several customer order lines exist with different tax codes, and an advance invoice is created for the full amount, the tax calculated for the advance invoice could be different from the actual tax amount in the customer order. To avoid this, the tax codes can be manually adjusted.
• In Company/Distribution tab if the Base for Advance Invoicing field is set to Gross Amount, by default the Apply Tax check box is not selected.

When the Tax Regime is VAT/Mixed:

• When creating a new advance payment invoice for the full amount, if the valid tax regime is not sales tax, the sales tax will not be applied for the advance payment. If the tax regime is VAT, only one tax code is allowed.

When the Tax Regime is Sales Tax:

• When the sales tax is calculated for a customer order with several CO lines with different delivery addresses (different sales tax codes for each line), the advance invoice takes the tax total for each tax code for the total order and applies the percentage of advance payment to get the taxes amount for each tax code.
• The tax codes tax percentage is not displayed for each tax code and only the corresponding amount is shown. Further these amounts are not allowed to modify in the Create Advance Payment Invoice window. They could be amended only in the preliminary invoice. (Before printing)

Window

Customer Order
Customer Orders

Related Window Descriptions

Customer Order
Customer Orders
Create Advance Payment Invoice

Procedure

1. Select or query for the appropriate order.
2. Right-click the order header and select Create Advance Invoice.
3. Enter the amount in the Invoice Amount field. The percentage that this amount represents, based on the order amount, will be automatically calculated.
   Another option is to enter a percentage instead. Enter the percentage you want in the Percentage field. The amount will be automatically calculated.
4. If you want, you can add or modify the text that will be printed on the advance invoice in the Invoice Text field.
5. If you are working in a VAT or Mixed Tax environment, you can enter or change the tax data under Tax Info.
6. Under Payment Info, modify the payment date and terms if required.
7. If you want to analyze the order amounts that have been previously invoiced in advance, order net amounts, charges, and gross amounts, go to the Order Info tab.
8. To create the invoice, click Create.
9. If you want to create and print the invoice directly, click Create and Print.
10. Otherwise, click Cancel to close the window.