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Process documentationDown Payment Process: CZ, HU, PL, SK Locate this document in the navigation structure

 

The following information is relevant for the Czech Republic, Hungary, Poland, and Slovakia.

This process assists you in creating the documents of the down payment process that may be required by law or local business practice.

Prerequisites

  • You have defined a down payment receivables/payables control account on the General subtab of the Sales or Purchase tab in the G/L Account Determination window in   Administration   Setup   Financials  .

    Choose Browse (Browse) next to the Account Receivable/Payable label to display the Control Accounts window.

    The G/L accounts you choose must be defined as control accounts in the chart of accounts. If the appropriate account is not so defined, modify its properties accordingly.

  • For Poland, you have defined a down payment clearing account on the Accounting tab in the business partner master data.

  • For the Czech Republic, Hungary and Slovakia, you have defined a down payment tax offsetting account on the Tax subtab of the Sales and Purchasing tabs in the G/L Account Determination window in   Administration   Setup   Financials  .

The following definitions are optional, since the default values are determined by the definitions set above.

  • On the General subtab of the Accounting tab in   Business Partners   Business Partner Master Data  , you have defined special down payment receivables/payables control accounts for each business partner.

    Choose Browse (Browse) next to the Account Receivable/Payable label to display the Control Accounts window.

  • On the General subtab of the Accounting tab in   Business Partners   Business Partner Master Data  , you have defined special down payment clearing accounts for each business partner.

Process

  1. If required, create an A/R or A/P order, specifying the goods or services ordered.

    For Poland only: If you are obliged to have more down payments for a business transaction, always use one order as the base document and base the next step on this order. This ensures that proper information can be printed on a down payment invoice listing all the previously received/paid down payments.

  2. Create an A/R or A/P down payment request for the relevant business partner.

    Link the created order (if it exists) or any other available base marketing document. The line details are copied from the order to the down payment request. You can modify the lines by adding, changing, or deleting the appropriate lines.

    You can specify the required line totals into the Gross Price field. This updates all other connected fields (Price, Total (LC), and so on) and performs a backward VAT calculation based on the specified tax group. The summary of this field across all lines is displayed in the DPM field.

  3. Register a received or paid payment using Incoming Payments or Outgoing Payments in the Banking module. Locate the appropriate down payment request and choose the payment means.

    Note Note

    Down payment requests must be paid fully to the amount they have been issued. If the payment is different from the issued down payment request, you must first cancel the down payment request, create a new down payment request, and only then pay it using the Banking module. Alternatively, close the unpaid part of the down payment request before linking it to a down payment invoice.

    When you register a payment on a down payment request, you automatically clear this request.

    End of the note.
  4. Create an A/R or A/P down payment invoice for the relevant business partner.

    A down payment invoice is a taxation-relevant document that records the receiving or paying of a down payment and is a base for various tax reports. For more information, see A/R Down Payment Invoice or A/P Down Payment Invoice.

    As a base document, select a paid down payment request. You can select only those documents that have already been paid (or paid partially and manually close afterwards) but for which a down payment invoice has not yet been issued. You can select only one down payment request per down payment invoice. It is possible, however, to adjust the information on the down payment invoice. That is, you can add rows provided that the total of the down payment invoice is the same as the total amount paid on the down payment request.

  5. If required, create a delivery/goods receipt PO to record the received goods. You can base these documents on the appropriate orders.

  6. Create the regular (final) invoice. Before adding it, choose Browse (Browse) to open the Down Payments to Draw window and draw the required down payments.

    The total amount of drawn down payments is displayed in the Total Down Payment field in the invoice. This amount is deducted from the original total amount of the invoice.

  7. If the drawn down payments do not pay the final invoice in full, you can perform the final payment using the Banking module.

Result

  • The total of the regular invoice created with reference to the down payment invoice equals the difference between its original total and the down payment total.

  • A down payment invoice that is fully drawn to the invoice is closed and cannot be drawn again to another invoice. You can draw one down payment invoice on more invoices, or draw several down payment invoices on one invoice, or draw a down payment request in combination with a down payment invoice on an invoice.

  • A paid down payment request that is a base for a down payment invoice cannot be cancelled if part of the down payment invoice has already been drawn on a final invoice.