Payment_Ahead_Agenda

Records Payments in advance

Records of pre-received payments and their use are made in a separate Advance Payment record. Records are always generated by the system, the user cannot manually create, delete or change them.

Payment in advance can be generated in three ways:

When posting a payment in the Payment Journal
When applying customer ledger entries to the balance
Batch Job Generate Tax Documents and Credit Memos for Payments Ahead

Tax Invoice In addition to Prepayment, the following can be generated:

Immediately upon Payment Ahead
- When posting a payment in the Payment Journal
- When generating Payment Ahead when applying entries to the customer's balance
Manually by clicking on the Post Invoice button on Prepayment of type Payment
Batch Job Generate Tax Documents and Credit Memos for Payments Ahead
Automatically in the background when posting any general journal or when posting settlement on the balance, if a payment ahead of type was generated during posting (all unposted documents for payments in advance with flag for generating tax documents immediately).

Tax Credit Memo In addition to Prepayment, the following can be generated:

Immediately when a payment is settled
- When posting a payment in the Payment Journal, if the payment is fully or partially settled
- When manually applying Customer Ledger Entries to the balance
- When applying Customer Ledger Entries using the Apply Customer Ledger Entries batch job
Manually by clicking on the Post Credit Memo button on the Prepayment Usage type
Batch Job Generate Tax Documents and Credit Memos for Payments Ahead
Automatically in the background when posting any general journal or when posting settlement on the balance, if a Payment Ahead of type Usage was generated during posting (all pending unposted Advance Payment Credit Memos with flag for generating tax documents immediately)

Tax Debit Note In addition to Prepayment, the following can be generated:

Immediately when canceling a payment settlement on the customer's balance
Manually by clicking on the Post Invoice button on Prepayment of type Payment
Generate Tax Documents Batch Job

Payment in advance

Payments received in advance (before the taxable supply) are recorded in the register, which is available under the name Payments Ahead List.

The following are registered two Record Types:

Payment
- This is a basic record in the Payments in Advance records, it is similar to a "prepayment prescription", with the difference that the "prescription" of a payment in advance does not need to be printed and sent to the customer.
- This record is linked to a Customer Entry of the Payment type. The customer entry is marked with the flag "Prepayment" = Yes.
- On the record of the Payment type, there are flags Generate documents and Generate tax invoice for received payment, which indicates whether or not to generate a tax document
- After the tax document is generated, these flags are deleted and the Tax document number for received payment field is filled in
Usage
- This is a record that is created when a payment is settled (Customer Ledger Entries of type Payment)
  - If a Tax Invoice for a received payment is to be generated or if this document has already been generated, the Generate Documents and Generate Credit Memo for Received Prepayment flags will be turned on on the Usage record.
  - If a tax document is not to be generated on the Payment record, then the flags for generating a tax credit memo will not be set on the Usage record
  - If an automatic payment variance has been applied in the Advance Payment Settlement and the payment is closed in Customer Ledger Entries, the system will add the variance to the last Usage.
A tax credit memo isn't generated until a tax invoice is generated.
The use of a payment received ahead can only be cancelled by cancelling the settlement of entries on the customer's balance.
When you cancel a Payment Ahead settlement, a new Usage record is not generated, but the original Usage record is marked as reversed. If a tax credit memo was created during the settlement, the system indicates that a tax document (debit note) should be generated. To generate a tax debit note, the Generate documents and Generate tax invoice for received payment flag will be turned on on the Usage record. The following cases may occur:
- Tax invoice for received payment should not be generated (flag Generate Tax Invoice = No on the Payment type), no generation will be generated on the Usage type (neither Generate Tax Credit Memo nor Generate Tax Debit Memo)
- A tax invoice for a received payment has already been generated or is waiting to be generated, and:
  - The tax credit memo has already been generated, then the flags Generate documents and Generate tax invoice for received payment (= debit note) are set. Again, depending on the settings, the tax debit note can be generated immediately or additionally by a batch job.
  - Tax credit memo has not been generated yet, but is waiting to be generated (flags Generate documents and Generate credit memo for received payment = Yes), then this flag will be deleted when the settlement is canceled! All that remains for payment in advance is the tax document, which is waiting for the credit note generated from the new pairing.

For both types of records (Payment and Usage), Letterheads (header, rows) and overview form.

Payment Ahead Header

The Payment Ahead header contains two tabs – General and Customer.

On the General tab, you can find basic identification information about the payment. The Customer Ledger Entry No. refers to Customer Ledger Entry - Payment and is always filled in for both the Payment record and the related Usage records.

The Payment Ahead number is the document number assigned from the number series. This number is the same for all records – Payment and all Usage related to that payment.

For the Payment record, the Payment Entry No. field, which is the same as the Customer Entry No., is filled in. For the Usage record, the Settlement Entry No. field is filled in, which is the number of the Customer Ledger Entry – Invoice to which the payment was settled.

Filling in the other fields on the Payment Ahead header depending on the type of record and the generated tax document (document/credit note/debit note) is described in chapter 7.4.1.3 Overview of source data for creating Payment Prepayment.

These fields are then used to generate tax documents, tax credit memos, and tax debit notes.

Payment Ahead Line

One line is generated for each Prepayment. VAT is calculated on a payment set at a fixed rate.

Filling in the fields on the Payment Ahead line, depending on the record type, is described in Chapter 7.4.1.3 Overview of source data for creating Prepayment.

In the Amount field, the VAT base is calculated. In the Amount Including VAT field, there is a payment amount or a usage amount. If the payment is only partially settled with the invoice, only the proportional part of the payment in the amount of partial settlement is on the Prepayment lines of the Usage type.

Overview of source data for creating Payment Ahead

The Payment Ahead header uses the same window for both the Payment type and the Usage type, with some fields being common and some fields specific only to that Payment Ahead type.

Payment Ahead Header:

Field	Payment	Usage	Usage (cancellation) (Usage (cancel))
Entry No.	Primary key. Serial number of the record in the Organizer	Primary key. Serial number of the record in the Organizer	When canceling a Usage, a new record is not created, but the original record for Usage is used
Payment Entry No.	Relation to received payment on customer balance, Customer Entry No., type Payment is filled in	x	x
Apply Entry No.	X	Relation to a posted sales invoice (or other positive customer item) to the customer balance with which the advance payment is settled. Customer Ledger Entry No. of Invoice or Refund type is filled in or blank. The same entry number is filled in when the settlement is canceled.	When a settlement is cancelled, the same Customer Ledger Entry number remains as it was filled in during settlement
Payment Ahead No.	Prepayment Document No. (Header) from No. Series The document number is the same for Payment and all its Usage and cancellations	as Payment	as Payment
Customer Entry No.	Customer ledger entry number of the Payment type for which Payment Ahead is generated Customer Entry No. is the same for Payment and all Usage	Customer Entry No. (Payments) Customer Entry No. is the same for Payment and all Usage	Customer Entry No. (Payments) Customer Entry No. is the same for Payment and all Usage
Entry Type	Payment arises at billing Marked payments in the Payment Reconciliation Journal, or it can be additionally generated after pairing the payment with the balance invoice if the conditions are met	Exploitation Arises When leveling Customer ledger entries (payments with invoice or refund, if applicable) If the settlement has been cancelled, a new record of the Usage type will be created in Payments Ahead	Exploitation When Settlement Is Canceled A new record is not generated for customer ledger entries, but the original Usage record is used.
Generate Documents	The system is used internally to store the information that tax documents should be generated independently of the posting stage	The system is used internally to store the information that tax documents should be generated independently of the posting stage	The system is used internally to store the information that tax documents should be generated independently of the posting stage
Generate Prepayment Invoice	Flag whether to generate a tax invoice for a prepayment. It can be Yes/No Tax document generation can be suppressed manually by the user (by marking it in the Payment Journal before it is posted) or by the system (at the time of creating the Payment Ahead header) If Yes, the system will generate a tax document, either immediately when posting the payment or additionally by a batch job After the tax document is generated, the flag is automatically deleted.	X	The field is used for both Payment records (tax documents are generated) and Usage reversal records (tax debit notes are generated) After the tax debit note is generated, the flag is automatically deleted
Generate Prepaym. Immediately)	Flag when the tax document should be generated Yes - at the moment when it is Registered Payment in advance, i.e. when posting a payment from the Payment Journal, or when generating a Payment Ahead retrospectively during settlement No - Tax document is generated by batch job	x	Flag whether the tax debit note should be generated when the payment settlement is canceled or deferred by the batch job
Prepayment Invoice Nos.	The number series from which the tax document number is or will be assigned (one common series for tax documents and tax debit notes)	x	The number series from which the tax debit note number is assigned (one common series for tax documents and tax debit notes)
Prepayment Invoice No.	Generated Tax Document No. If the tax document has not yet been generated, this field is empty	x	Generated Tax Debit Note No. If the tax debit note has not yet been generated, this field is empty
Generate Prepayment Credit Memo	X	Values can be Yes/No This flag specifies that a Tax Credit Memo should be generated for the payment received The flag is set automatically by the system if a Tax Invoice for a received payment is or will be generated If the flag is set (the box is checked), it will be deleted by the system: When the tax credit memo is actually generated or if the payment settlement was cancelled before the tax credit memo was generated A tax credit memo cannot be generated before the tax invoice is generated	X
Generate Prepayment Credit Memo Immediately	X	Flag that the tax credit memo should be generated when Posting settlements payments. The payment can be settled either already in the Payment Journal or additionally to the customer balance, either manually or by a batch job.	X
Prepayment Credit Memo Nos.	X	The number series from which the tax credit memo number is or will be assigned	X
Prepayment Credit Memo No.	X	Generated Tax Credit Memo No. The field is used only for records of the Usage type If a tax credit memo is not generated, this field is blank	X
Cancel	X	X	A field indicates that it has been Cancelled settlement Payments on the customer's balance. When applying again, the Cancel flag is not deleted, but a new record of the Usage type is created
Bill-to Name	Customer No. to whom the received forward payment is charged. Data such as the customer's name, address, company registration number, VAT registration number are also copied from the customer's card. If Dimension 2 (Contract Number) is pre-filled in the Payment and this contract exists, data such as Address and VAT Registration No. from the contract take precedence.	Copied from related record of type Payment	When the settlement is cancelled, it remains filled in
Customer Posting Group	It is copied from the posted payment (On the payment in the journal, the posting group was changed when it was determined that it was a payment in advance). To create an entry in the Payments Ahead Organizer, the used posting group must be marked with the Use for Payments Ahead flag. It is used for both Payment and Usage records, and is used to generate tax documents, tax credit memos, and tax debit notes Note: Tax documents, credit notes and debit notes do not generate any Customer Entries, so the customer's balance is not affected by these documents	It is copied from the related payment (=Payment in advance of the Payment type)	When the settlement is cancelled, it remains filled in
Currency Code	The currency is taken from the posted payment and is valid for both record types (Payment and Usage) Note: If the Payments Ahead module is enabled, the customer entries to be applied can only be in the same currencies (see Sales and Receivables Setup, Settlement Between Currencies = None)	It is copied from the related payment (=Payment in advance of the Payment type) Note: If the Payments Ahead module is enabled, the customer entries to be applied can only be in the same currencies (see Sales and Receivables Setup, Settlement Between Currencies = None)	When the settlement is canceled, the same currency remains the same
Currency Factor	The currency factor is the document's exchange rate in the format = 1/exchange rate For Prepayment of type Payment, the exchange rate from the posted payments. This tutorial will also be applied to the generated tax document	Exchange rate in format = 1/exchange rate The same exchange rate will be used for Prepayment of type Usage, i.e. the rate from Payment Ahead of type Payment. This exchange rate also applies to the tax credit memo	Exchange rate in format = 1/exchange rate When the settlement is cancelled, the exchange rate of the Payment in advance of the Usage (cancellation) type does not change (i.e. the exchange rate remains payments) This tutorial also applies to tax Debit note
Amount Including VAT	Total amount Payments Received in the currency of payment From this amount, the following is calculated: VAT (calculation "from above"), for which it is generated Tax Invoice	Total Usage Amount (=Settlement) in Payment Currency From this amount, the VAT for which it is generated is calculated. Tax Credit Memo	Total Usage Amount (=settlement) in the payment currency. The cancellation of the settlement is always for the same amount as the original settlement When unsettled, the following is generated Tax debit note in the same amount as the original tax credit.
Amount Including VAT (LCY) (Amount Including VAT (LCY))	Amount including VAT converted to local currency using Currency Factor	Amount including VAT converted to local currency	When you cancel a settlement, the amount does not change
Gen. Business Posting Group	It is copied from the Customer Card if Dimension 2 (Contract) is not filled in or does not contain a contract number. If Dimension 2 is a valid contract number, the posting group from the contract header is used.	It is copied from the related Payment Ahead type Payment	It doesn't change when you cancel a settlement
VAT Business Posting Group	~~Towards~~It is based on the Customer Card if Dimension 2 (Contract) is not filled in or does not contain a valid contract number. If Dimension 2 is a valid contract number, the posting group from the contract header is used.	It is copied from the related Payment Ahead type Payment	It doesn't change when you cancel a settlement
Posting Date Prepayment Invoice	The system will copy the payment date	X	If the settlement is cancelled, the Posting date used to cancel the settlement is overwritten (This date may be different from the original settlement date (the user can change it manually when canceling the settlement)! This date shall also be used on the tax debit note
Posting Date Prepayment Credit Memo	X	Posting Date Used in equalization Customer ledger entries (payments and invoices). The user can manually change this date during settlement (usually, the date change is used when the posting period is closed. However, beware of the impact on reminders and penalties). This date will also be used on the tax credit memo	X
VAT Date Prepayment Invoice	Payment Date It is applied to the payment received from the Payment Journal from the VAT Date field. If VAT Date is not entered on the journal line or when regenerating Payment Ahead on a Customer Ledger Entry, the Posting Date is used	x	x
VAT Date Prepayment Credit Memo	X	The date of VAT earned when the payment was settled applies: · When a payment is applied to an invoice that has a header and its VAT Date is higher than the Posting Date of payment, the VAT Date from the invoice header is used · In all other cases, the Posting Date of Payment shall be used	The original VAT date used to settle the payment remains, it is not overwritten when the settlement is cancelled. This date is also used when creating a tax debit note
Posting Description	The description from the Customer Ledger Entry (from the payment) is copied	The description from the Customer Ledger Entry with which the payment has been settled is copied	It doesn't change when you cancel a settlement
VAT Registration No.	The VAT Registration No. is copied from the Customer Card if Dimension 2 is not filled in or does not contain a valid contract number. If Dimension 2 is a valid contract number, the VAT number from the contract header is used.	It is copied from the related payment (=Payment in advance of the Payment type)	It doesn't change when you cancel a settlement
VAT Country/Region Code	The Country/Region Code is copied from the Customer Card if Dimension 2 is not filled in or does not contain a valid contract number. If Dimension 2 is a valid contract number, the Country/Region Code from the contract header is used.	It is copied from the related payment (=Payment in advance of the Payment type)	It doesn't change when you cancel a settlement
Processed Batch Task	Indication whether the Prepayment tax invoice was created during journal posting (=No) or additionally by a batch job (=Yes)	Indication of whether the tax credit memo was created immediately upon settlement (=No) or subsequently by a batch job (=Yes)	It is always overwritten by the last operation on the record Indication of whether the tax debit note arose immediately upon cancellation of the settlement or subsequently by a batch task
Global Dimension (1 and 2)	The system copies the dimensions from the received payment (from the Customer Ledger Entry). Therefore, the dimensions must already be filled in the Payment Journal. They are added to the received payment in the journal either by the system as part of the pairing or by the user manually	All dimensions are copied from the related payment (=Payment in advance of the Payment type)	It doesn't change when you cancel a settlement
Amount (Line)	Calculated field; sum of tax bases from Payment Ahead lines of type Payment	Calculated field; sum of tax bases from Payment Ahead lines of the Usage type	It doesn't change when you cancel a settlement
Amount Including VAT (Line)	Calculated field; the sum of tax-inclusive amounts from the Payment Ahead lines. The amount must be in the amount of the payment.	Calculated field; the sum of amounts including tax from Payment Ahead lines of the Usage type	It doesn't change when you cancel a settlement
Amount LCY (Line)	Calculated field, sum of tax bases in local currency from Payments Ahead lines	Calculated field, sum of tax bases in local currency from Payments Ahead lines	It doesn't change when you cancel a settlement
Amount Including VAT LCY (Line)	Calculated field, sum of amounts including tax in local currency from Payment Ahead lines (type Payment)	Calculated field, sum of amounts including tax from Payment Ahead lines (Usage type)	It doesn't change when you cancel a settlement
Don't Charge VAT	The field is carried over from the Payment Journal and blocks the creation of tax documents from manually entered information on the Payment Journal line	According to the contents of this field from the Payment record, flags are also set for generating a tax credit memo	It doesn't change. The setting in effect at the time this record was generated is of type Usage
Corespondence Address	The system copies the Correspondence Address code from the Customer Card (API Alternative Address field) if Dimension 2 is not filled in or does not contain a valid contract number. If Dimension 2 is a valid contract number, the Correspondence Address Code from the contract header is used.	It is copied from the related payment (=Payment in advance of the Payment type)	It doesn't change when you cancel a settlement
Payment Date	The field is carried over from the Posting date of the Payment Journal or from the Customer Ledger Entry of the Payment type if the Prepayment is generated retrospectively	It is copied from the related payment (=Payment in advance of the Payment type)	It doesn't change when you cancel a settlement
Application Detailed Customer Ledger Entr No.	X	Detailed Customer Ledger Entry No. of the Application type, based on which a Payment Ahead of type Usage is generated	It doesn't change when you cancel a settlement

Payment Ahead Lines

Since the payment is taxed at a fixed rate, the Payment in advance will be of the Payment Created one line. This line will be used by the system to generate all documents related to this payment (i.e. for Tax documents for received payment, for Payment in advance of type Usage, for Tax credit memo for received payment and Tax debit note for received payment).

On a record type Exploitation to copy the lines from the related record of the Payment type. The total amount of the credit memo, including VAT, is equal to the settlement amount, or it can be adjusted by the applied payment difference. In the Payments Ahead row, the system fills in the following fields:

Field	Payment	Usage	Usage (cancellation) (Usage (cancel))
Line No.	the sequence number that the system assigns in the background	the sequence number that the system assigns in the background	It doesn't change when you cancel a settlement
Payment Ahead VAT Bal. Account No.)	According to the combination of VAT posting groups, the system copies from the VAT posting setup, the Payment Ahead VAT Offset Account field The system of this account ("324.AU") is used to post the VAT base on the tax document	It is copied from the related Payment Ahead line of type Payment The system of this account ("324.AU") is used to post the VAT base on the tax credit memo	It doesn't change when you cancel a settlement
VAT Business Posting Group	It is the same as on the Payment Ahead Header	It is copied from the related Payment Ahead line of type Payment	It doesn't change when you cancel a settlement
VAT Product Posting Group	Copied from Sales & Receivables Setup, the VAT Posting Group field to the payment received	It is copied from the related Payment Ahead line of type Payment	It doesn't change when you cancel a settlement
VAT Calculation Type	Depending on the combination of VAT posting groups, the system will copy from the VAT posting setup (Normal or Refundable Tax)	It is copied from the related Payment Ahead line of type Payment	It doesn't change when you cancel a settlement
VAT % (VAT %)	According to the combination of VAT posting groups, the system copies from the VAT posting setup The VAT rate that the system will use to calculate VAT on the line. The calculation is made from above, i.e. from the amount including tax.	It is copied from the related Payment Ahead line of type Payment	It doesn't change when you cancel a settlement
Amount Incl. VAT (Amount Including VAT)	Payment amount.	Settlement amount. Payment amount in full settlement, pro-rata payment in the amount of the settled amount in partial settlement. The amount may be adjusted for the applied variance when the payment is closed.	It doesn't change when you cancel a settlement
Amount Including VAT (LCY)	Amount incl. VAT converted to local currency by exchange rate (or currency factor) from the Payment header	Amount incl. VAT converted to local currency by the exchange rate (or currency factor) from the Usage header (it is the same as the payment rate)	It doesn't change when you cancel a settlement
Amount	Calculated Tax Base in Payment Currency	Calculated Tax Base in Payment Currency	It doesn't change when you cancel a settlement
Amount (LCY)	Calculated tax base, converted to local currency if the payment is in a foreign currency The amounts on the line are converted using the exchange rate (or currency factor) from the Payments header	Calculated tax base, converted to local currency if the payment is in a foreign currency The amounts on the line are recalculated using the exchange rate (or currency factor) from the Usage header	It doesn't change when you cancel a settlement
Dimensions	It is populated from the Payment Ahead header via Dimension Set ID, with global dimensions displayed directly on the line	It is populated from the Payment Ahead header via Dimension Set ID, with global dimensions displayed directly on the line	It doesn't change when you cancel a settlement

Prepayment Invoice

If a Payment in advance of the Payment type was created, the system can generate a Tax Invoice for the received payment. Only one tax invoice can be generated per payment.

The tax invoice is generated in the form of a Posted Sales Invoice, so you can find it in the list of posted sales invoices. On the Posted Sales Invoice header on the Invoice Details tab, there are flags that differentiate Prepayment tax documents from regular invoices:

Payment Ahead Tax Document = Yes – Document for the original customer entry with type = Payment Ahead mode
Payment Ahead Tax Debit Note = Yes – Payment Ahead document of the Usage type, generated as a corrective document to the Tax Credit Note when the settlement is cancelled

The peculiarity of these posted invoices is that isn't Posted Customer Entry, so you won't find the document in the customer's balance, only in VAT Entries and G/L Entries.

The source for filling in the fields in the header and on the document lines is the header and Payment Ahead lines of the Payment (Tax Document) and Usage (Canceled – Tax Debit Notes) types.

Note: If the Prepayments module is turned off, fields are not displayed

Prepayment Tax Credit Memo

A tax credit note arises when using Payment Ahead (immediately or deferred). The tax credit memo is generated as a Posted Sales Credit Memo, so you can find it in the list of posted sales credit memos. On the header of the Posted Sales Credit Memo, there is a new Payment Ahead Tax Credit Note flag for distinguishing.

The peculiarity of these posted credit memos is that they are isn't Posted Customer Entry, so you won't find the credit memo on the customer's balance, only in VAT Entries and G/L Entries.

The source for filling in the fields on the header and on the credit memo lines is the Payment Ahead header and lines of the Usage type

Tax debit note for prepayment

The tax debit note is generated in the form Posted Sales Invoices when cancelling a Payment Ahead if a Tax Credit Note exists for the relevant Payment Ahead of type Usage. On the header of the posted sales invoice, there is a new flag for Payment Ahead Tax Debit Notes.

No Customer Ledger Entries are created for the posted debit note, only VAT Entries and G/L Entries.

Note: If, on the basis of the settlement, the flags for generating tax documents in the Payment in advance of the Payment type have been deleted (e.g. the payment has been settled with a regular invoice), these flags will be restored in the Payment when the settlement is cancelled, unless the flag Do not post tax document has been set on the original line of the Payment Journal.