Supplier Advance Invoices and Advance Invoice Payments—Exercises

Basic Data Setup

Basic Data Requirements for Supplier Advance Invoicing

Purpose: The purpose of this exercise is to set up basic data required for supplier advance invoicing. 

Note: The basic data required will be found in the following links and will be the same as the data required for the supplier invoicing process.

Supplier Invoicing - Basic Data Requirements Exercises

Separate Posting and Payment Authorization - Basic Data and Requirements Authorization

Main Exercise

Enter Supplier Advance Invoice

Purpose: The purpose of this exercise is to enter and post a supplier advance invoice which can be paid and connected to another invoice in the following exercises. The way in which a supplier advance is posted can be understood by viewing it's vouchers.

Windows:
Manual Supplier Invoice

1. Open the Manual Supplier Invoice window and create a new record.
2. Select FX from the List of Values for the Supplier field.
3. Enter ADV1 as the invoice identity.
4. Select the Advance Invoice check box.
5. Create a new record in the Line Information table.
6. Enter 0 in the tax code field.
7. Enter 1000 in the Gross Amount field.
8. Save the information. The status of the advance invoice will be Posted.
9. Right-click in the header of the Manual Supplier Invoice window and then click Installment Plan and Discounts to open the Supplier Invoice Installment Plan and Discounts dialog box.
10. Select the Authorized check box and click OK to close the dialog box. The status of the supplier advance invoice will change to PostedAuth.

11. Right-click in the background of the Manual Supplier Invoice window and then click View Vouchers to open the Supplier Invoice Vouchers window. The following amounts can be viewed.

Enter Payment for Supplier Advance Invoice

Purpose: The purpose of this lesson is to make a payment for a supplier advance invoice so that it can be connected to a final invoice. Once the payment is made, you can view the voucher created for the mixed payment in order to understand how it is posted.

Note: In order to enter a Mixed Payment, the basic data required to make the mixed payment should be set up.

Basic Data for Mixed Payment

Windows:
Mixed Payment

1. Enter a payment of 500 for ADV1 supplier invoice you entered in the Enter Supplier Advance Invoice exercise. Save the voucher number with which the mixed payment is posted when you approve it.

General Exercise for Mixed Payment

View Voucher

Purpose: The purpose of this exercise is to view the voucher created for the partial payment you made for the supplier advance invoice in the Create Payment for Supplier Advance Invoice exercise.

Windows:
Voucher Entry

1. Open the Voucher Entry window and query for the voucher number you saved in the Create Payment for Supplier Advance Invoice exercise.

Connecting Supplier Advance Invoice to the Final Invoice

Purpose: The purpose of this exercise is to create the final invoice and connect the advance invoice to it.

Windows:
Manual Supplier Invoice

1. Open the Manual Supplier Invoice window and create a new record.
2. Select FX from the List of Values for the Supplier field.
3. Enter FNL1 as the invoice identity.
4. Right-click in the header of the window and then click Advance Invoices to open the Advance Invoice Reference dialog box.
5. Create a new record.
6. Enter SI in the Series ID field and ADV1 in the Invoice No field.
7. Click OK to save the information and close the dialog box.
8. Create a new record in the Line Information table of the Manual Supplier Invoice window.
9. Enter 0 in the Tax Code field and 2000 in the Gross Amount field.
10. Create a new record in the Posting Information table.
11. Enter 4021 in the Account field and 2000 in the Amount field.
12. Save the information. The status of the invoice is displayed as PartlyPaidPosted.

Checking the Amount Due of the Final Invoice

Purpose: The purpose of this exercise is to check the amount due for the final invoice in order to show how the open amount of the final invoice is affected by the advance invoice connected to it.

Windows:
Manual Supplier Invoice

1. Open the Manual Supplier Invoice window and search for the invoice with SI series ID and FNL1  number.
2. Right-click in the header of the window and then click Installment Plans and Discounts to open the Supplier Invoice Installment Plans and Discounts dialog box. Note that the open amount of the invoice is 1500.  The total invoice amount of 2000 is reduced by the payment of 500 made for the advance invoice.

Enter Payment for Final Invoice

Purpose: The purpose of this exercise is to make a complete payment for the final supplier invoice.

Note: In order to enter a Mixed Payment, the basic data required to make the mixed payment should be set up.

Basic Data for Mixed Payment

Windows:
Mixed Payment

1. Enter a payment of 1500 for FNL1 supplier invoice you entered in the Connecting Supplier Advance Invoice to the Final Invoice exercise. Save the voucher number with which the mixed payment is posted when you approve it.

General Exercise for Mixed Payment