Make an invoice from sales order without ship the item first

mthe80

Dear all,

Is there a way to make sales invoice more than one time in the sales order form with out sending the item first?
So I can collect the down payment from my customer and when waiting the customer for pay the downpayment, I can record the account receivable that occur by using the sales invoice.

Or if I have to code, wich table related to when creating an invoice and record the account receivable?

TIA

Michael Darmawan Teja

Look first then asking.

Savatage

Ok this one is a bit confusing for me but i'll throw it out there.
**note I have to make a few assumtions with this answer.

1) You want to make an order.
2) you don't want to invoncie the order untill you get your downpayment
3) but you still want to see the invoice in the customers ledger entry (Amount)

a) i was first thinking, make it a Quote send them a copy, make them pay, then create the invoice. - but there is no amount for the customer.
b)why do you need to see it in the customers balance first?
c) i guess you can create a ledger entry in the sales journal for the amount. Leaving the order unposted. then once the payment is received. credit out the ledger entry with another journal entry "credit" wiping it out - then posting the invoice.

posting the invoice without picking or shipping affects your inventory so i guess you don't want to do that.

- we do "Cash in advance too" but we simply tell them the amount. & when it's received we start to process the order.

...maybe you can be more specific - i'm not sure i answered your question

themave

You can add a few lines to the sales order.

Make one Account type = G/L Customer deposit account for each deposit you are requiring the customer to make.

Ship and invoice one line for each deposit you require.

add your regular items for the sales order
add one more Account type = G/L Customer deposit account, but make it a negative entry for the total deposit your customer has made.

When you finally are ready to bill the actual items. You ship and invoice the remaining lines (items and the negative G/L account entry) This bills what is left less the deposit.

It clear the G/L account for the customer deposit and records the sale of the items as revenue at the time off actual sale

Savatage

either or anyway you do it - it sure seems like a lot of steps to have to do all the time.

What we do for pre-payment orders is
Enter the order
Pick the order
invoice the order
Call Customer with amount.
When check arrives we ship it.

Until then we wrap it up and put the order on the side.
If the check doesn't come when they say it would or if the check bounces.
We break down the order
Put it back in stock
Place a $100 charge on the customers account. as a breakdown fee.

Shenpen

There is something wrong with the definition of the problem. If an invoice is issued before shipping, then it is not a normal invoice, but a Pro Forma invoice or Prepayment Invoice. A prepayment invoice should not have items on it, just one line, saying "prepayment for order whatever", just directly to G/L Account. The reason is simple: if someone visits you from the tax bureau, and they see an invoice of 100 bottles of beer, but this beer is still in your warehouse, he will accuse you of cheating, of issuing a fake invoice.
So a prepayment invoice is the best idea.

Later on, this prepayment should be included to the "normal" invoice with a negative amout - either manually, or some programming is needed. Or you can just send a credit memo for it, if it does not piss off the customer.

themave

You are correct on the prepayment invoice, but following my method above that is what your get, all the lines are on a sales order, but when you invoice just the one line for the deposit, that is what shows on the invoice. You are using the sales order as your main document. The first invoice that comes from it is for the deposit, the second is for the beer less the deposit already paid.

the tax man will be perfectly happy with this.

Savatage

Makes great sence!

---

Beer!, Mmmmm

Marije_Brummel

Savatage wrote:

Beer!, Mmmmm

Only half an hour before weekend!

themave

Mark Brummel wrote:

Savatage wrote:

Beer!, Mmmmm

Only half an hour before weekend!

I just started for the day, got 9 hours to go, before 5:00PM

Marije_Brummel

That's wat is so tipical about the USA. They are always one step behind

Shenpen

But on the other hand they will have a nice Sunday evening playing pool in the pub by the time I am due for the #&@!!#&!!@{#! Monday's week-starting meeting at the amazingly early time of 9AM

themave

Mark Brummel wrote:

That's wat is so tipical about the USA. They are always one step behind

A Step, we are full day ! Could you let me know where the stock market ends at today, This could work to my advantage

Marije_Brummel

I work parttime

And don't work on monday's. O:)

mthe80

Shenpen, you are right.
They want to make a proforma invoice for it.

And for Savatage

What we do for pre-payment orders is
Enter the order
Pick the order
invoice the order
Call Customer with amount.
When check arrives we ship it.

I think is imposible to do that since before they ship the item, they can do proforma invoice more than once.
And if using G/L Acct, well as you all know, when thinking already use a 'software' they do not wanna do manually. So just make one line for the item. Enter the value they want to collect, and if they want to make the proforma invoice again just use that line, enter the value (and also in this line, the value remain for invoicing is showed to them).
It's much easier for them to use that, with out to make more than one line, count it manually, and make negative entries.
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