Payment_Ahead_Agenda
- Lango: Language and translation manager
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 For 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 Payment Ahead 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 a settlement on the balance, if a payment ahead of type Payment was generated during posting (all unposted documents for payments in advance with flag for generating tax documents immediately).
Tax Credit Memo For Prepayment, the following can be generated:
Immediately when 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 Prepayment of 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 credit memos for Payments Ahead with flag for generating tax documents immediately)
Tax Debit Note For Prepayment, the following can be generated:
Immediately when you cancel a payment settlement on the customer's balance
Manually by clicking on the Post Invoice button on Payment Ahead 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 on file 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 Ledger Entry of the Payment type. The customer ledger 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 removed and the Tax Invoice No. for Received Payment field is filled in
Usage
This is a record that is created when a Payment Ahead is settled (Customer Ledger Entries of type Payment)
If a Tax Document 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 should not be generated on the Payment record, then the flags for generating a tax credit note 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 be cancelled only by cancelling the application of entries to the customer's balance.
When you cancel a Payment Ahead application, a new Usage record is not generated, but the original Usage record is marked as canceled. If a tax credit note 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:
A tax invoice for a received payment should not be generated (flag Generate Tax Document = No on the Payment type), there will be no generation on the Usage type (neither Generate Tax Credit Memo nor Generate Tax Debit Memo)
The tax invoice for the 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 document 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 a tax document that is waiting for a 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. Customer Entry No. refers to Customer Ledger Entry – Payment and is always filled in for both the Payment record and the related Usage records.
Payment Ahead No. is the document number assigned from the number series. This number is the same for all records – Payment and all Usages related to that payment.
For the Payment record, the Payment Entry No. field, which is the same as the Customer Ledger Entry No., is filled in. For a record of the Usage type, the Applying Entry No. field is filled in, which is a number Customer Ledger Entries – Invoiceswith which the payment has been 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 Evidence Platby předem | Přehled zdrojových údajů pro tvorbu Platby předem .
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 from a payment set at a fixed rate.
Filling in the fields on the Payments Ahead line, depending on the type of record, is described inEvidence Platby předem | Přehled zdrojových údajů pro tvorbu Platby předem.
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 prorated part of the payment in the amount of the partial settlement is shown on the Payments ahead 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 cancelling a Usage, a new record is not created, but the original record for Usage is used |
Payment Entry No. | Link to received payment to customer balance, filled in Customer Entry No., type Payment | x | x |
Apply Entry No. | X | A link to a posted sales invoice (or other positive customer entry) 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 application is canceled. | When you cancel an application, the same Customer Ledger Entry number remains as it was filled in during the application |
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 No. of the Payment type for which Payment Ahead is generated The customer entry number is the same for Payment and all its Usage | Customer Entry No. (Payments) The customer entry number is the same for Payment and all its Usage | Customer Entry No. (Payments) The customer entry number is the same for Payment and all its Usage |
Entry Type | Payment arises at billing Marked payments in the Payment Reconciliation Journal, or if the conditions are met, it can be additionally generated after pairing the payment with the balance invoice
| Exploitation Arises When Leveling Customer Ledger Entries (payments with invoice or refund, as applicable) If the settlement has been cancelled, a new record of the Usage type will be created in the next (new) settlement 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 uses internally to store the information that tax documents should be generated independently of the posting stage | The system uses internally to store the information that tax documents should be generated independently of the posting stage | The system uses 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. 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 Prepayment 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) Once 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 when applying No - Tax invoice 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 blank |
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 Document 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:
A tax credit memo cannot be generated before the tax document 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 applied either already in the Payment Journal or additionally on the customer balance, either manually or by a batch job. | X |
Prepayment Credit Memo No. | 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 | The field indicates that it has been Settlement Cancelled 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 | The number of the customer to whom the received payment ahead is posted. Data such as the customer's name, address, company registration number, VAT registration number will be copied from the customer's card. If Dimension 2 (Contract No.) is pre-filled in the Payment and this contract exists, data such as Address and VAT Registration number from the contract take precedence. | Copied from related record of type Payment | When you cancel a settlement, it remains filled in
|
Customer Posting Group
| It is copied from a 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 posting group used 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 Ledger 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 you cancel a settlement, 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 ledger 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 ledger 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 | Format Exchange Rate = 1/Exchange Rate For Prepayment of type Usage, the same exchange rate will be used, i.e. the rate from Prepayment type Payment. This tutorial also applies to the tax credit memo | Format Exchange Rate = 1/Exchange Rate If the settlement is cancelled, the exchange rate of the Payment in advance type of Usage (cancellation) 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 payment currency 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. Cancellation of settlement is always for the same amount as the original settlement When you unsettle a settlement, 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 doesn't 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 in advance type Payment | It doesn't change when you cancel a settlement |
VAT Business Posting Group | It is copied from 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 in advance type Payment | It doesn't change when you cancel a settlement |
Posting Date Prepayment Invoice | The system will copy the payment date | X | When a settlement is cancelled, the Posting date used when the settlement is cancelled is overwritten (This date may be different from the original settlement date (the user can change it manually when cancelling a settlement)! This date will 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 VAT date obtained 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 settlement is used | The original VAT date used when applying 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 was applied is copied | It doesn't change when you cancel a settlement |
VAT Registration No. | The VAT Registration No. (VAT Registration No.) from the Customer Card is copied 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 document was created when posting the journal (=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 & 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 matching or by the user manually | All dimensions are copied from the related payment (=Payment in advance of type Payment) | 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 amounts including tax from the Payment Ahead lines. The amount must be in the amount of the payment. | Calculated field; sum of amounts including tax from Payments Ahead lines of type Usage | 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 |
Dont 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 | Based on the content of this field from the Payment record, flags are also set for generating a tax credit note | 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 a Customer Ledger Entry of type Payment if the Payment Ahead 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 | Number of Detailed Customer Ledger Entry of type Settlement, based on which 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, it will be of the Payment in advance type Payment A single line is created. 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 Ahead of Type Usage, for Tax Credit Memo for Received Prepayment and Tax Debit Note for Received Prepayment).
On a record of the type Exploitation to copy rows from the related record of type Payment. The total amount of the credit memo incl. VAT is equal to the settlement amount, or it can be adjusted by the payment variance applied. In the Payments Ahead line, 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 the Payment Ahead VAT Offset Account field from the VAT Posting Setup The system will use this account ("324xxx") to post the VAT base on the tax document
| Copied from the related Payment Ahead line of type Payment The system will use this account ("324xxx") 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 | 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, field VAT Prod. Posting Group to Prepayment Received | 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 copies from the VAT posting setup (Normal or Refundable Tax) | 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 a given line. The calculation is made from above, i.e. from the amount including tax. | 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 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 recalculated 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 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 Tax 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.
Tax Invoice is generated in the form of Posted Sales Invoices, so you can find it in the list of posted sales invoices. On the Posted Sales Invoices header, on the Invoice Details tab, there are flags that differentiate Payments Ahead tax documents from regular invoices:
Payment Ahead Tax Document = Yes – Original Customer Ledger Entry Document with type = Payment Ahead mode
Payment Ahead Tax Debit Note = Yes – Payment Ahead Tax Debit Note of the Usage type, generated as a correction document to the Tax Credit Note when the settlement is cancelled
The peculiarity of these posted invoices is that isn't Posted Customer Ledger 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 (Cancelled – Tax Debit Notes) types.
Note: If the Prepayments module is turned off, fields don't appear
Prepayment Tax Credit Memo
A tax credit note arises when using Advance Payment (immediate 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 Posted Sales Credit Memo header, 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 Ledger Entry, so you won't find the credit memo on the customer 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 header and the Payment Ahead lines of the Usage type
Prepayment Tax Debit Note
The tax debit note is generated in the form of Posted Sales Invoices when cancelling a Payment Ahead if there is a Tax Credit Note for the relevant Payment Ahead of the Usage type. On the header of the posted sales invoice, there is a new flag Payment Advance Tax Debit Note for distinguishing.
A Customer Ledger Entry is not created for the posted debit note, only VAT Entries and G/L Entries.
Note: If, based on the application, 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 application is cancelled, unless flag Do not post tax document has been set on the original Payment Journal line.