Payment invoices
The mKsiegowa.pl program allows you to settle customers' prepayments, in accordance with the latest regulations for invoices in PLN.
Below, you will find detailed instruction on how to carry out a sale in a situation when the customer pays one or more prepayments for the delivery of goods or services.
Prepayment Invoice
Before you settle the prepayments, you need to:
- check if the Prepayment is defined in the payment terms
- set the Deferred Income Account in the module Setup → System and General GL Setup; the prepayment invoices will be saved on this account
Sales Orders/Proforma invoices
In order to accept the prepayment, you need to issue an order or a pro-forma invoice with payment terms = Prepayment.
When issuing a pro-forma invoice, you can specify the minimum amount of required prepayment. Registering a payment below this amount blocks the possibility of preparing a delivery note.
Receive a prepayment
Payments for pro-forma invoices are saved in the module Sales or General Ledger in the Customer Payments. You can also register prepayments via Bank Transactions Import.
If the payment exceeds the minimum amount of required payment, then it will be possible to issue a delivery note.
Issue a prepayment invoice
You can issue prepayment invoices documenting prepayments in the module Sales → Invoice Prepayments. After searching the appropriate sales order or pro-forma invoice, click the icon on the right to issue an invoice.
Prepayment invoices are treated in the program in the same way as other invoices. They can be searched and reprinted in Customer Transactions.
Notes:
- The sales will be posted to the Deferred Income Account, which can be specified in System and General GL Setup.
- If the prepayment (the minimum payment specified in the order) has not been registered in the program, it is not possible to issue a prepayment invoice (there is no icon next to such an order). In this case, the program will only allow you to issue a final invoice by clicking the icon.
- The icon will appear next to the order only when there are no non-invoiced payments for the order or pro-forma invoice.
- The program will force a different form of payment than Prepayment when issuing the final invoice.
Delivery note
The next step may be to create a delivery note document. If the amount of the payments exceeds the minimum prepayment specified in the pro-forma invoice, then you can make a delivery note document in the Delivery Against Sales Orders.
For the selected customer, display the issued orders or pro-forma invoices and click the icon on the right.
The delivery note serves as:
- a confirmation of the service and is transferred from Deferred Income Account to an income account if the order concerned services
- additionally, a delivery document if the order concerned goods or products
Final Invoice
You can issue a final invoice accounting for any prepayments. You will issue a final invoice if the sum of the received prepayments did not cover the total value of the goods or services specified in the order.
To do it, go to Invoice Prepayments.