Creating a given advance payment

We encounter given advance payments when our company partially or fully pays for goods or services before their delivery. Advance payments are crucial for correct tax records.

HINT For more information about creating a given advance payment, see the chapter New given advance payment in the technical guide.

This chapter describes how to create a new advance payment to the supplier Auto Supply SLO & EU Ltd. for the purchase of a new company vehicle.

CASE SUMMARY The Tecta company will purchase a new company vehicle Ford Transit Connect Furgon 1.5 from the supplier Auto Supply SLO & EU Ltd. for the pre-arranged price of 24.400€ + VAT. The supplier's condition is for half the purchase price to be paid in advance with an advance payment, so the supplier issued the prepayment invoice 22-ANS-0002 dated 03.03.2023, with the price 12.200€+VAT. The person responsible will create a new document New given advance payment and enter data about the advance payment paid to the supplier. Finally, the person responsible will print the document with a connected printer. This is done by following these steps: Opening a new given advance payment Entering data into the document header Entering general data Adding document lines Data about the value of the given advance payment Printing the given advance payment

1 Opening a new given advance payment

To open a new given advance payment, the person responsible selects Purchases | New given advance payment from the main menu. An empty New given advance payment form opens for data entry.

2. Entering data into the document header

The person responsible starts entering data into the header of the Given advance payment form.

In the Document type field, the person responsible selects document type 1600 - Prepayment made.

In the Supplier search field, the person responsible selects Auto Supply SLO & EU Ltd. by entering the supplier's name or tax number, or selecting from the list.

In the Payment method field, the person responsible chooses 2 - Bank transfer from the list.

3. Entering general data

The person responsible continues entering general data into the document. Into the Expected delivery field, the person responsible enters the date of the expected vehicle delivery - 06.03.2023.

In the Department field, the person responsible selects the department responsible for purchasing fixed assets - Purchasing.

Into the Recv. prepay. field, the person responsible enters the supplier's prepayment invoice number 22-ANS-0002 and date 03.03.2023.

4 Adding document lines

The person responsible continues to enter data into the document lines.

Into the Add item field, the person responsible enters the name 'fixed assets' and selects Item -COST_REPRESENT - Representation cost.

Into the Quantity field, the person responsible enters the quantity 1.

Into the Price field, the person responsible enters the pre-arranged price excluding VAT 12.200€.

By clicking the (Add line item) button or pressing Enter on the keyboard, the line is added.

5 Data about the value of the given advance payment

In the footer, the data about the value of the given advance payment are located, where the person responsible checks that the value matches the received advance payment from the supplier.

Clicking the Note button opens a form for entering notes, where the person responsible types Ford Transit Connect Furgon 1.5. By clicking the Save button, the note is saved. The coloured bubble in the Note field denotes that the note is not empty.

6 Printing the given advance payment

To generate a Given advance payment Prepayment Report , the person responsible clicks the arrow next to the Print button in the toolbar. From the list, the person responsible selects document type 24C - Invoice for prepayment.

In a new tab, a report is generated, which can be printed with a connected printer or downloaded to a disc.