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Individual Invoicing Payments

Individual Invoicing Payments

Owned by Lango: Language and translation manager
Last updated: Oct 03, 2024Version comment
7 min read

Invoicing from the contract card via the Create button. A Sales Invoice is created with the Mass NO flag. Takes the date to the Sales Invoice from the payment calendar. The functionality is described in Chap. Sales Invoice.

Payment Calendar

The basis for invoicing contract instalments is the Payment Calendar.

The user starts the calculation of the payment calendar by selecting Complete calculation. If they do not start the calculation, the system will calculate the payment calendar no later than when the contract is activated.

If it was calculated before the contract was activated, the system will recalculate the payment calendar during activation.

A detailed description of the functionality is described in the Smlouva se službami

Down Payment in Financial Leasing

The down payment is marked in the payment calendar with the flag Line with down payment = Yes. The down payment line number is "000".

Down Payment Distribution

In some cases, in financial leasing, it happens that the customer pays down payments in installments. In this case, the user can split the unposted down payment in the payment calendar by clicking on the Split down payment button

The user selects the line with the Payment No. "000" in the Payment Calendar and starts the Split Down Payment function:

In the Split Down Payment Wizard, the user modifies the amount on the original line, possibly also the VAT Date and the Due Date. He fills in the other lines as he needs to divide the down payment. In each line, you need to fill in the amount (installment amount without VAT), VAT Date and Due Date. The line number is filled in automatically by the system.

To complete the action, he presses Finish.

The OC checks whether the sum of the Instalment Amount values is equal to the value of the Total Amount of Extra. leas. Spl. (principal)

  • If the total amount does not match, it will display a message that the sum of the amounts of the new down payment division is not equal to the total down payment amount.  

 

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After confirming OK, the wizard remains open and the user must adjust the amounts.

  • If the total amount matches, the down payment line is divided in the payment calendar:

The system creates new down payment lines in the payment calendar with the required amounts and due dates.

When completing down payment splitting by wizard, the system turns on flag Individual tax document = Yes if the Posting date on the line is earlier than the month of Handover/Activation Date Handover of the object in the header of the contract.

 Down Payment Posting

Down payment can only be posted in a detailed contract status that has set Allow increased payment posting = Yes. If detailed contract status is not enabled for down payment posting, posting will end with an error message:

 

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The down payment can be posted before the contract is activated. The user marks the first line and presses the Post button.

If the user does not post down payment lines before the contract is activated, the unposted lines are automatically posted when the contract is activated.

For the posted down payment line, the system creates a posted sales invoice. If the down payment has been split into multiple lines, a separate document is created for each line.

The posted sales invoice has the following filled in:

  • Posting Date

    • Posting date from the payment calendar line; if the accounting period is closed and a shift of the Posting date is allowed, then the Posting date is changed to the first day of the open accounting period. At the same time, this date is also written on the line of the payment calendar.

  • VAT Date

    • If down payment lines are posted manually, then the VAT date from the payment calendar line is filled.

    • If the down payment lines were created during contract activation, then the VAT Date from the payment calendar will be overwritten by the Object Handover Date, which is entered manually by the user in the wizard. This VAT Date is also written retrospectively to the relevant posted line of the payment calendar.

  • Maturity date

    • It is calculated according to the payment term on the contract card   

On the posted lines of the payment calendar, the following information is updated:

  • Document No.

  • Posting date (if changed in posting)

  • VAT date (if changed in posting)

  • Billed (Yes)

Cancel a posted down payment

A user can create a credit note for a posted down payment, even for a down payment line. The user selects the posted line and presses the Cancel icon.

After confirming the query "Do you really post?" = YES, the system opens the Cancel Financing Payment window:

After confirming OK, the system cancels the posted down payment and marks the following check box in the payment calendar: Posted = No, Canceled = Yes. Document No. = the original number is kept.

Posting a Payment from a Payment Calendar

The Post button allows you to post the payment directly from the payment calendar. Only the first unposted payment can be posted.

When pressed, it will be asked "Do you really want to post?"

After confirming Yes, it performs checks:

  • Whether the absolute value of the "Amount" field is <= than the value of the field "Tolerance for creating a document from Payment Advisor (LCY)" from "Onecore Settings" (if the contract is in a currency other than the local one, then the system will recalculate the value of the field "Tolerance for creating a document from Payment Calendar (LCY)" from "Onecore Settings" according to the current exchange rate as of the system date)

    • If YES, then the system will ask:

      • The default value is given according to the current value of the "Amount" field, if "Amount" is >=0 then Invoice is checked, otherwise Credit note.

      • The user can change the

      • After confirmation, the system creates a document according to the current functionality. If it creates a posted document and an error is displayed on the amount of the document, then the user starts posting again and selects the second type of document

      • Proceeds to the next review

    • If NO, the job continues to the next check

  • Whether the posted payment has already been posted:

    • If so, the system displays an error message and posting is terminated:

    • If not, the job continues

  • Whether all previous payments are posted:

    • If not, an error message is displayed and posting is terminated:

    • If yes (all previous payments have been posted), it posts the payment:

      • Assigns Document No. (according to the settings)

      • Toggles the Billed flag to Yes.

      • Displays Payment Balance from Customer Ledger Entries.

Preview Posting from Payment Calendar

Before posting the payment, you can check the posting by using the Posting Preview.

The system prepares and opens the Posting Preview window, where you can check future entries in the general ledger, in VAT, and on the customer's balance.

When the window is closed, the payment remains unposted.

If an error is found in posting, the window with entries is not displayed, but an error message is displayed, e.g.:

 

Navigating from the Payment Calendar

A posted invoice can be opened directly from the payment calendar line by clicking on Document number.

Posted entries in the general ledger, on the customer balance and in the VAT records can be viewed by clicking on the Navigation button. The system searches for the entries of the posted document and opens a window where it pre-fills the Document No. and Posting Date.

Attention: If the payment has been cancelled and the document number has been supplemented, for example, by the designation "S", it is necessary to modify the number of the searched document (e.g. FL000103/007With or FL000103/007*)

 

Posted Sales Invoice – Payment Without Services

VAT Date

The VAT Date field has been added to the payment calendar line for the Czech and Slovak localizations.

Advance payment:

  • The VAT Date is filled with the value of the Expected Handover Date. As part of contract activation, the system posts the payment calendar line and changes the VAT date according to the actual handover date of the object.

  • When paying the down payment before handing over the Financed Object, the user manually fills in the payment date to the Posting Date and to the VAT Date on the payment line, or uses the function to split the down payment if the customer has paid the down payment in parts. Posts this down payment line. 

Regular payment:

  • The system fills in the VAT date on the regular line of the payment calendar according to the settings in the Contract Model in the VAT Fulfillment field

    •  By Payment Term

    •  On the first day of the spl. period

    •  On the last day of the spl. Period

Payment Calendar Press Report

For the Payment Calendar print report (ID Report 4026395), it is possible to select a text in the Financing Contract Template, in the VAT Clause Code field, which will be added to the print report of the payment calendar and can be used to provide information for VAT reporting on the customer's side, or another note.

It is mainly used for contracts without services, i.e. for contracts that have a tax document payment calendar for the purposes of VAT statement.

The Extended Texts functionality is not supported for VAT clauses.

The code is transferred from the Financing Contract Template to the contract card, from which the press release draws information.