Posting Down Payment Requests 

Use

You enter partial invoices as down payment requests. This means that the business transaction does not affect net income and in the account assignment block you do not have to specify any G/L accounts to where the expenses or revenues are posted. You only specify the WBS element.

You must assign a down payment request in full to a WBS element.

You can calculate retention amounts and additional costs both for credit-side and debit-side down payment chains. Special retention amounts are only relevant for credit-side down payment chains.

Retention amounts, additional costs and special retention amounts reduce the amount of the down payment request and are updated statistically.

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

Prerequisites

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

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 down payment requests.

·        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

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        1.      Select 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.

Enter the following data:

...

Enter the following data:

                             a.      Enter a transaction name.

                             b.      Select the transaction category Partial Invoice as Down Payment Request and select 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.

        2.      In the Gross Amount field, enter the invoiced amount.

This serves as a basis for calculating the retention amount, additional costs and the resulting down payment request.

        3.      Confirm input or choose  to check the document posting.

The system makes entries in the following fields:

Output field	Note
Retention Amounts (PI)	The field only appears if a retention amount for partial invoices is defined in the contract.
Additional costs	The field only appears if additional costs for partial invoices are defined in the contract.
Down Payment Request	Specifies the amount of the down payment request.
To Distribute	The net amount to be distributed is displayed in this field and calculated by the system as the net amount for the down payment request amount.

        4.      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.

                             c.      Select Continue.

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

Check the account assignment data. You must assign to the WBS element with a distribution percentage of 100%.

        7.      Save the data.

Result

·        The system posts a down payment request in Financial Accounting (FI).

·        Down payment requests are posted as noted items with:

¡        Special G/L indicator F

¡        Target special G/L indicator A

·        The retention amounts, additional costs and special retention amounts are posted statistically.