How to use Prepayment Sales Document

Prepayment Invoice is used in situation where a customer will be making more than one payment for the goods. The process is, generally, create the prepayment invoice, add any applicable payments. When the Prepayment Invoice is to be paid off, you will use a ‘more’ action to generate an Invoice-Waybill that is linked to the Prepayment Invoice. At this time, the prepayment invoice is considered fulfilled, the payments are transferred to the invoice, and the Item is removed from inventory.

1. Processing a Prepayment-Invoice

This is much like filling out any sales document in ERPLY, for general fields, please see the tutorial on creating an Invoice. Prepayment invoices do, however, have a few special fields. The Prepayment % Field, and Advance Payment Field Will tell you how much prepayment to collect based on your specified percentage. The Shipping date field can be used to indicate the date at which this item is to be sent to the customer, if it is not date of creation.

For the first payment that was indicated on the Prepayment invoice, clicking on the dollar sign will take you directly to save and confirm that payment. Check prepayment, make any adjustments if necesseary and click Save/Confirm.

Now, if you go back to your prepayment invoice and click on the dollar sign, it will show you all recorded payments. From there you can additional payments whenever needed.

Payments on Prepayment invoice do not remove item from inventory.

An INVOICE-WAYBILL to reflect the sale, payments, and movement of product will be created. On the new invoice the prepayments will be reflected as well as the remaining Sum to be paid. Once SAVED, Inventory will be pulled out from stock and the INVOICE WAYBILL will be linked with the PREPAYMENT INVOICE it was created from.

You can also have a quick look at the status of the document by going to SALES and then Invoices. In this example, we can see how much is still unpaid.

Additionally, you can click on More at the right side of your document to insert a payment.

PREPAYMENT INVOICE will be fulfilled

You can insert final payment using the More icon on the right side of the invoice and selecting "Insert Payment".

Once all necessary payments are added, the prepayment invoice process is complete, inventory has left stock, payments have been made. You can print or email the invoice waybill from the ‘More’ options button.