Posting Final Invoices 

Use

The final invoice ends the sequence of partial invoices. This cancels all received or paid down payments, retention amounts for invoices, and special retention amounts within the final invoice.

The retention amounts are transferred from the contract data. You can calculate several retention amounts for the final invoice.

The guarantee period for the final invoice retention amounts begins on the posting date. However, the user can still change the date.

The guarantee periods are calculated for every retention amount category from the periods defined in the contract data. You can display several retention amounts with different due dates.

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 not blocked for posting and has Released status.

See also:

Setting Statuses and Block Indicators

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 Final 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 the final invoice, additional costs, and the resulting payment request.

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

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

The system makes entries in the following fields:

Output Field	Note
Retention Amounts (PI)	All retention amounts for partial invoices are canceled.
Retention Amount (FI)	The field only appears if a retention amount for the final invoice is defined in the contract.
Additional costs	The field only appears if additional costs are defined in the contract.
Special Retention Amount	All special retention amounts are canceled.
Receivables or Payables
Cleared Down Payments	All down payments received (debit-side) or paid (credit-side) for partial invoices to date are cleared in full with the final invoice.
Expenses or Revenues	You see the net amount to be distributed in this field, which the system calculates depending on the type of data entry as the net value of the invoiced amount.

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

       8.      Save your entries.

Result

●      The system offsets all down payments to date and posts an invoice in Financial Accounting (FI).

●      If you have posted partial invoices as down payment requests and still have open (uncleared) down payment requests

○       The system reverses all open down payment requests. This prevents an overpayment being made.

If you reverse the final invoice at a later point, the system reposts the down payment requests, which were automatically reversed when you posted the final invoice.

○       The system posts two items: Receivables from open down payment requests and receivables from the final invoice less the receivables from open down payment requests.

●      Retention amounts for the final invoice are handled as follows:

○       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

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).