Down payment, partial, partial and final invoices

With Scopevisio, you can easily create different invoice types with just a few clicks. Each invoice type has some special features. For example, down payment and partial payment invoices are not subject to VAT when they are issued, but only when payment is received. Down payment and partial payment invoices are also to be shown without affecting profit or loss, as they are not revenue.

In the case of final invoices, you can choose from the down payment, partial payment and partial invoices belonging to the customer, the project or the order in order to allocate them to the final invoice.

Which invoice type for what?

• A down payment invoice is used when the invoicing party has not yet provided a service or delivery. It is also referred to as an advance payment invoice.
  VAT is due when the customer pays the advance payment invoice.

• A partial invoice is used when part of the service has already been provided but the service cannot be specified. For example, the contractor invoices 30% without being able to specify whether, for example, 28% or 35% of all cables have been laid.
  VAT is due upon payment of the partial invoice by the customer.

• The term partial invoice is used when the invoiced service has already been provided and - in contrast to the partial invoice - can be specified and described. There is a performance date/period. For example, the contractor invoices the excavation work after the excavation pit has been dug.
  VAT is due when the invoice is issued.

• A final invoice is when the service has been completed and a final invoice is issued, taking into account the previous invoices and determining the remaining payment amount.

Invoice types down payment/advance payment invoice

If you come from an order that you are converting into an invoice, you will be directed to the invoice form. The data and items from the order are displayed, which you can further customize as required.

Select Billing > Invoices > Add if you want to create a new invoice independently of the order.

Complete all the necessary fields in the following form. The numbering in this entire section refers exclusively to the following graphic:

In the upper section, only the Customer data field is a mandatory field (1).

In the Invoice type field (2), Scopevisio offers you the option of conveniently creating down payment, partial, partial and final invoices in addition to individual invoices.

Select down payment or partial invoice (2), scroll down and click on Templates (3) if you want to use an existing invoice template. In this case, select the relevant template in the following pop-up window, which you can edit further or accept unchanged. Use the Apply button to return to the invoice.

If necessary, add the template used with (4). Otherwise, work without a template and create your invoice by also adding the desired items with (4). The mandatory fields to be completed are (5), (6) and (7).

The fields for the corresponding accounts (8) for advance payments / partial invoices are already stored in Scopevisio, taking into account the various tax rates. To adapt these to your requirements, follow the path Settings > Master data > Billing > Edit revenue account preallocation > Standard accounts for down payments/advance payments.

In order to use the down payment/discount invoice function, the extended revenue account assignment must not be activated.

You can use (9) to delete or copy entire item lines (10) and the arrows offered under (11) to change their order.

To send your invoices directly by e-mail, click on the Send button (12). The e-mail can be sent directly from the program. It will be sent to the recipient's e-mail address stored in the contact details. In the form that opens, you also have the option of customizing the text of the e-mail and adapting it with the help of text modules. The standard layout for invoices defined under Master data > Document layouts or the layout defined by the rule wizard is used as the basis for the attached PDF document.

Tip: You can use the $Logo placeholder to store your company logo in the email. Upload a graphic file as a logo in the contact of your company(Setup wizard > Company) and insert the placeholder in the text module used for the email.

If you want to create your invoice as a PDF for printing, edit it in LibreOffice or assign another document layout in .dot or .odt format instead of sending it by email, you can do this under (13). More about document layouts can be found in this chapter.

You can also enter an immediate payment using the multifunction button (13). This means that the customer pays the invoice in cash on the spot. The cash payment is collected in a cash register. If you select this option and click the button, a window opens in which you can specify which cash register should be used to collect the money. Make sure that the corresponding cash sheet is open.

The invoice is recorded and saved by clicking on Post (14).

As long as an invoice has not been posted, but you still want to save it, save the interim status with (15).

If you want to enter individual data that differs from the master data, you can use the other tabs at the bottom of the form. Details on the individual tabs can be found in the article Orders.

Partial invoice type

For a partial invoice, proceed in the same way as for a single invoice, as the behavior of sales taxation on invoicing and the balance sheet presentation are the same as for a single invoice.

In contrast to single invoices, partial invoices, down payment invoices and partial invoices are offered for offsetting when creating a final invoice.

Final invoice type

Under Invoice type, select Final invoice. Here you can access the relevant down payments, partial invoices or partial invoices in the Down payments and discounts field under Edit (1).

The assigned down payment invoice is then displayed (2), which you can also remove again (3).

Select a document layout customized for the final invoice (4). You can customize our editable document layouts in advance. This means you can also print final invoices that result in a credit for your customer using a separate document layout or text module. We recommend using LibreOffice for the customizations.

This final invoice lists all items to be invoiced (gross statement), and by allocating previous down payment, partial or partial invoices as well as the payments received and allocated, the remaining payment total and the tax contained therein is calculated. The final invoice can be a zero invoice or even be negative, i.e. turn into a "credit note" (correction invoice).

Special features when posting sales tax

Down payment and partial payment invoices entail transfers of VAT. You can find more information on this in the chapter"Finances > Recording VAT correctly".