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Process documentationDown Payment Request Process Locate this document in the navigation structure

 

A customer ordered some goods from your company. Since you are not sure about the customer's commitment, you request a payment advance from the customer by issuing a down payment request. You also use this document as a basis for other key steps in the sales process, for example, creating the final invoice.

For the Czech Republic, Hungary, Poland and Slovakia, see Down Payment Process: CZ, HU, PL, SK.

For China, Japan, Korea, and Russia, see Down Payment Request Process: CN, JP, KO, RU

Prerequisites

For localizations except China, Czech Republic, Hungary, Japan, Korea, Poland, Slovakia, and Russia: You have defined a down payment interim account and a down payment clearing account on the Accounting tab in the business partner master data.

If you intend to use the down payment request only for sales or only for purchasing, define this on the relevant tab.

Process

  1. Create an A/R or A/P down payment request for the relevant business partner. If you do this by drawing a base document, verify that you have defined the required down payment percentage. For more information, see A/R Down Payment Documents: General Area or A/P Down Payment Document: General Area.

    No posting is made at this stage.

  2. Once the actual payment for the down payment request is made, create the proper payment document based on the down payment request. A down payment request can be paid in full or in parts.

    Note Note

    You can use the payment wizard to pay the down payment request.

    End of the note.

    After you create the payment document, a journal entry is recorded in the down payment accounts. If the down payment request was paid fully, the down payment request is closed. If it was only paid partially, it remains open for another payment. You can edit a down payment document that was only partially paid, provided that no rounding amount was specified on the document.

    If only part of the down payment request was paid and you do not expect further payments on it, you can close the request by choosing   Data   Close  . This closes the down payment request document and you are not able to record payment of the outstanding amount in the future for the closed down payment request.

  3. Create a regular invoice. You can copy the data from the base document drawn into the down payment request, for example a sales order, since it was not closed as a result of the drawing into the down payment request.

    To link the down payment request to the invoice, choose Browse (Browse), select the relevant document, and specify the net or gross amount to be copied into the regular invoice.

    For all localizations except Mexico and Chile, it is possible to specify a higher amount in the down payment request than in the invoice. This means that the total amount of the invoice will then be negative.

    Note Note

    You can link a down payment request to an invoice only when you create the invoice. You cannot do this at a later stage, for example, when recording the payment in the Banking module or during internal reconciliation.

    End of the note.

    After you add the invoice, SAP Business One creates the regular postings.

  4. If there is still an outstanding balance due on the regular invoice after linking the down payment request to the invoice, you can create a payment. The table of the payment documents displays the invoice. Select the required document and continue to process the payment.