Creating a new received advance payment

A received advance payment is the amount of money that a customer pays a company in advance, for future deliveries of products, goods, or services.

Into the invoice for a received advance payment, enter:

• item (by ID or name),
• quantity for which the advance payment was received,
• the value of the received advance payment including VAT,
• tax rate.

This chapter presents the "create new received advance payment" feature in the Wholesale and services module.

CASE SUMMARY The person responsible in the Tecta company received a bank transfer from customer IKEA Eurupe d.d., an advance payment in the value of 32.345,98 EUR. The person responsible wants to record the payment in the program. The customer transferred the advance payment for the 10 ordered Indian 3 tents. This is done as follows: Opening the New received advance payment window Entering data into the document header Entering general data Entering document lines Adding a note to the document Printing the document

1 Opening the New received advance payment window

The person responsible selects the Wholesale and services module and the New received advance payment submodule from the main menu.

A window for creating a new received advance payment automatically opens, into which the person responsible starts entering data.

2. Entering data into the document header

In the header, the person responsible first determines the document type for received advance payments. The person responsible can choose between preset document types:

• 3700 - Prepayment received
• 3710 - Reverse prepayment received
• AI00 - Prepayment received for export

In this case, the company received an advance payment, so the person responsible selects 3700 - Prepayment made in the Document type field.

From the drop-down list in the Customer field, the person responsible selects the customer from whom the advance payment was received. Displayed are the subjects from the Subjects register.

HINT For more information about adding a new subject to the register, see the chapter Creating a new subject in the user manual.

In this case, the person responsible enters the customer: IKEA Eurupe d.d.

HINT You can search subjects by name or tax number.

In the Payment method field, the person responsible selects payment method 2 - Bank transfer.

HINT The program contains a preset payment methods register. For more information about it, see the chapter Payment methods in the technical guide. In the case of an advance payment paid in cash, you can select the corresponding settings on document type in the Settings | Document type menu - 3700 - Prepayment made for fiscalization.

3. Entering general data

After entering the main data into the header of the received advance payment, the person responsible starts entering general data of the received advance payment.

This is done on the General tab on the right side of the New received advance payment window.

HINT The general data can be shown or hidden by clicking the arrow.

Into the first part of the general data, the person responsible enters data about:

• Expected delivery of goods,
• Date,
• VAT date
• Reference.

The delivery to the customer is expected on 20.07.2022. In the Date and VAT date fields, the person responsible selects the date when the advance payment was received.

Into the Reference field, the person responsible copies the reference number the customer listed on the transfer.

In the next part of the general data, the person responsible enters data about the department and recipient.

In this case, the advance payment concerns the Wholesale department, which the person responsible selects.

HINT If the department was already selected in the document type setting, the department field will be automatically populated with this data, which can be changed.

The Recipient is automatically filled in with the customer data. This data can be changed and combinations Customer/Recipient can be used.

HINT Clicking the (Add new subject) button opens a form for quickly entering a new subject into the register. For the instructions on how to enter a new subject into the register, see the chapter Quick add subject in the user manual.

In the third part of the general data, the person responsible can enter additional data, such as the number of the order on which the advance payment was created, date of issue, and packing slip date.

Into the document fields, the person responsible can enter data about the number and date of two linked documents.

In this case, the person responsible will enter Advance payment into the linked document 1 field, and enter the number of the order on the basis of which the advance payment was created.

The person responsible enters number: 2256132 and sets the order date: 01.07.2022.

HINT The name of the fields can be changed in PANTHEON with LT, LX, SE, ME, or MF licences. You can also make this data mandatory, in the document type settings in PANTHEON.

In the last part of the general data, the Person resp. field is automatically populated with the user currently logged into the program.

The person responsible can be, for example, a commercial traveller who concluded the deal. Based on this, you can monitor the transactions of each individual employee.

In this case, the person responsible selects the head of wholesale: Sally Sales.

HINT For more information about employees in the Tecta company, see the chapter Tecta organizational chart in the PANTHEON user manual.

The Clerk field is locked and is automatically populated with data about the person logged into the program.

The general data of the advance payment is complete.

4 Entering document lines

The person responsible enters items into lines.

Items or products can be searched by ID, name, or supplier ID. The data can be entered manually or selected from the drop-down list from the Subjects register.

In this case, the items are added by entering item names. The customer ordered the tent Indian3, so the person responsible enters "indian" and selects the corresponding item from the list.

The person responsible determines the quantity of the item, in this case the customer purchased 10 pieces. The item price is copied from the Items/products register.

In the Discount % field, the person responsible enters the value of the agreed upon discount, in this case: 10%.

The new element is added by clicking the (Add line) button.

Adding the item to lines creates a document Number, in this case 22-3700-000011.

HINT The document number consists of the current calendar year, the document type number and the consecutive number of the document.

The person responsible wants to add a note to a line or item entry.

The person responsible clicks the icon and a new window opens for entering notes. Into the window, the person responsible enters "10% discount because of advance payment".

The person responsible Saves the note and the icon turns orange.

Next, the person responsible checks the full value of the advance payment.

5 Adding a note to the document

After entering all lines, the person responsible checks the data about full value of the received advance payment, located at the bottom of the window.

Clicking the icon adds a note to the entire document, which will be written at the bottom of the invoice.

In this case, the person responsible enters: "Payment for order no. 2256132"

Next, the person responsible prints the document.

6 Printing the document

In thetoolbar of the window, the document is printed by clicking the Print button.

Clicking the button opens a drop-down menu, from which the printing type is selected.

The person responsible chooses from preset printing types:

• .23B - Invoice for prepayment
• .24A - Invoice for prepayment
• .2UM - Prepayment invoice with Discount

In this case, the person responsible selects the option 2UM - Prepayment invoice with Discount and prints the document.