Managing advance payment invoices

When creating sales documents like quotes, orders, delivery notes or invoices, you can request an advance payment from your customer. Sage Active streamlines this process by allowing you to easily formalise the advance payment through an advance payment invoice, directly based on the current sales document.

Managing your advance payment invoice involves several steps:

• Create the advance payment invoice based on the quote, order, delivery note or invoice.
• Record the payment of the advance payment invoice upon receipt from your customer.
• Link the advance payment invoice to the final invoice for the sales transaction.
• Record the payment of the remaining amount upon receipt from your customer.

Creating your advance payment invoice

To begin creating your advance payment invoice, first create or open the quote, order, delivery note or invoice for the transaction requiring the advance payment.

To create the advance payment invoice:

1. Select Generate Advance Invoice from the options in the button located at the bottom right corner.
2. If you want to edit the advance payment invoice after its creation, choose Generate draft invoice.
   If you do not activate this option, Sage Active will attempt to post the advance payment invoice directly.

   Activating this option is useful if you want to change the Payment terms for the advance payment invoice, as these are by default set to pay the amount of the advance payment directly, without taking into account the customer’s payment terms. 
3. If you prefer to enter the advance payment as a percentage of the total amount rather than a specific amount, activate the Enter payment as percentage option.
   When entering the advance payment as a specific amount, you can specify whether this amount includes VAT by activating the Include VAT in payment option.
4. Enter the amount or percentage for the advance payment.
   The title of the entry zone reflects the options chosen earlier: Percentage, Taxable amount or Total amount.
5. If necessary, modify the proposed VAT rate and Tax treatment.
6. Add or modify the Description for the advance payment invoice.
7. Confirm the creation of the advance payment invoice.

Recording the payment for your advanced payment invoice

You can record the payment for an advance payment invoice in the same way as any other invoice or payment from a third party.

Linking your advance payment invoice to the final invoice

When creating the final invoice based on your previously created quotes, orders, delivery notes, or invoices ensure that all paid advance payment invoices are taken into account to guarantee the customer pays the correct remaining amount.

To link an advance payment invoice to a final invoice:

1. Open the final invoice.
2. Choose Deduct payments.
3. Select the correct advance payment invoice to link to your final invoice.
   You can select multiple advance payment invoices.

   Only completely paid advance payment invoices are shown.
4. Confirm your selection.
5. Update the invoice.
6. Confirm and finish the invoice.

Recording the payment for your final invoice

You can record the payment for your final invoice in the same way as any other invoice or payment from a third party.