Posting Invoices 

Use

You enter partial invoices as invoices. In doing so, the business transaction affects net income, and G/L accounts are specified to which expenses are posted.

You can calculate retention amounts and additional costs for both credit-side and debit-side down payment chains. Retention amounts for partial invoices never become due and are therefore posted with the due date 9999–12–31.

Special retention amounts are only relevant for credit-side down payment chains.

As long as you have not created a final invoice, you can select this transaction category up to 999 times.

Prerequisites

●      You are editing a down payment chain on the Debit-Side Down Payment Chain or Credit-Side Down Payment Chain screen.

See also:

Creating Down Payment Chains

Changing Down Payment Chains

●      The down payment chain is assigned a chain type for which partial invoices are posted as invoices.

●      The down payment chain is not blocked for posting and has Released status.

See also:

Setting Statuses and Block Indicators

●      You have not yet created a final invoice within the down payment chain.

Procedure

...

       1.      Choose Posting on the Debit-Side Down Payment Chain or Credit-Side Down Payment Chain screen.

A dialog box appears. In the upper half there are input fields. In the lower half of the dialog box, you can see the bank details of the customer or vendor. This enables you, for example, to make a comparison with the incoming invoice.

       2.      Enter the following data:

...

                            a.      Enter a transaction name.

                            b.      Select the transaction category Partial Invoice as Invoice and choose Continue.

You return to the Debit-Side Down Payment Chain or Credit-Side Down Payment Chain screen. In the work area, the Posting tab page appears and you can enter your data.

       3.      In the Gross Amount field, enter the invoice amount.

This serves as a basis for calculating the retention amount for partial invoices, additional costs, and the resulting receivables or payables.

       4.      If withholding tax is activated, the Withholding tax data area appears. If necessary enter the information on withholding tax.

       5.      Confirm your entries or choose  to check the document posting.

The system makes entries in the following fields:

Field	Note
Retention Amounts (PI)	The field only appears if you have defined a retention amount for partial invoices in the contract.
Additional costs	The field only appears if additional costs for partial invoices are defined in the contract.
Payables or Receivables
Clearing of Advanced Payment	Specifies the amount being calculated in this transaction. The advance payment is cleared in full with the next invoices.
Expenses or Revenues	The net amount to be distributed is displayed in this field and the net amount for the invoiced amount is calculated by the system.

...

       6.      If necessary, you can change the default retention amounts and additional costs.

                            a.      To do this, choose  at the end of the rows for the retention amounts or additional costs.

The corresponding dialog box appears.

                            b.      On the entry screen you can change the amounts, either by entering another percentage or another cumulative amount.

The base amount for calculating the percentage corresponds to the cumulative invoiced amount for cumulative entry. For delta entry it corresponds to the delta invoiced amount.

                            c.      Choose Continue.

       7.      If applicable, enter a special retention amount. (This field only appears for a credit-side down payment chain.)

       8.      Check the distribution percentages for account assignment and change them if necessary.

       9.      Save the data.

Result

●      The system posts an invoice in Financial Accounting (FI).

●      The retention amount (security retention amount) and special retention amount are

○       Posted as payables with a special G/L indicator H for credit-side down payment chains, and provided with a payment block

○       Posted as receivables with a special G/L indicator H for a debit-side down payment chain, and provided with a payment block

Additionally, the system clears the posted advance payments.

●      Additional costs reduce revenues in a debit-side down payment chain and reduce expenses in a credit-side down payment chain.

The system posts the retention amount (security retention amount) with the special G/L indicator stored in Customizing (see Customizing under Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Debit-Side and Credit-Side Down Payment Chains → Define Special G/L Transactions and Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Debit-Side and Credit-Side Down Payment Chains → Assign Special G/L Indicator to Retention Amount Category).