You can create several invoices from the same preliminary document, work order or quote, and you can also make advance payments against these documents at any time.
According to the current AEAT regulations, all advance payments in a company must be backed by an invoice.
Below I’ll show you how to partially invoice a quote where an initial payment percentage is requested before opening the work order, and you could even issue payments against the work order.
First we’ll go to our quote; to select the percentage or deposit amount that the customer is going to pay in advance, we’ll go directly to the issue button.
Once the deposit percentage is set, we can click the CONVERT button. When you select ADVANCE INVOICE you can see that the amount to be paid field shows the percentage we set as a deposit; then we can choose the format we’re going to convert the invoice to, either a detailed invoice or a summary invoice.
Once we’ve selected the above, we click accept and the program will automatically calculate the amount the customer has to pay based on the percentage we’ve set as a deposit.
As you can see at the top, you already have the next step of the estimate, generating this INVOICE as a draft so you can issue it, describing it and adding any notes that might be needed.
Now we already have the invoice for the on‑account payment requested against the estimate, which has been given a number.
If later on we go ahead and open the work order once the 50% payment is confirmed, we just have to go to the estimate tab as usual to turn it into a work order, generating this work order as the next step after the advance invoice we created.
In the same work order, or if there was no prior estimate, the process would be identical: we click the convert button and select the advance invoice option; once the advance invoice is selected, we go ahead and issue the advance invoice.
Once one or more on‑account or advance payments and their corresponding invoices have been issued, if the work order is finished, we then issue the pro forma invoice or the final invoice for the work order.
When doing this step to Invoice, in the top right corner we’ll find the ADD button with a number in parentheses showing how many items could be added to this invoice. In this case it’s for adding the advance invoice FCT-XXXXXXXX.
When you click this ADD button, the program will show all the documents that can be added to the invoice, whether they’re delivery notes, advance invoices, or payments on account.
We select the advance invoice and it will automatically be included on a negative line in the final invoice, since the advance has already been invoiced beforehand and therefore will appear with a negative amount.
On the PDF or printed invoice you can see the deduction of the payments on account or advances that have been made for the customer.
If you have any questions, get in touch with StarNapp support for more information.
