ALTUM

Advance purchase invoice

The advance purchase invoices are trade documents which are registered as a result of cash received against future purchase transaction. When purchasing goods or services, the document value is decreased by the value of the previously registered advance purchase invoices. These documents calculate the subtotal and total values, VAT and they generate payments.

Advance invoices are available in Comarch ALTUM in tab Purchase. An advance purchase invoice is generated from the level of the confirmed or pending purchase order and from the level of vendor payments on the basis of the open payment/receipt transactions.

List of advance purchase invoices

The advance purchase invoices are presented on the same list as purchase invoices. Thus the list is opened in tab Purchase -> Purchase Invoices.  

Figure 131 Purchase Invoices in tab Purchase.

The list of purchase invoices presents all the previously generated purchase documents.

Each item of the list is described by the following information:

Number – number of the advance purchase invoice granted according to the applied numeration scheme (see Configuration -> Numerators)

Date of Issue – date of generating the advance purchase invoce

Date of Receipt – date of receipt of the advance payment

Vendor Code – code of the vendor the advance purchase invoice is issued for

Vendor Name – name of the vendor the advance purchase invoice is issued for

Address – address of the vendor the advance purchase invoice is issued for

Subtotal Value – subtotal value of the advance invoice

Total Value – total value of the advance invoice

Currency – advance invoice currency

Status – the current status of the document

Reference Number

Warehouse – indicates the document with which the advance purchase invoice is associated

Figure 132List of purchase invoices and advance purchase invoices.

The form of the advance purchase invoice

The form of the advance purchase invoice is composed of several tabs. Most of the fields on the form of the advance purchase invoice are filled in, by default, and are editable except those which edition is blocked due to their association with the source documents.

Tab General

In this tab, there is the basic data that is filled out automatically upon the generation of the advance purchase invoice. Most of the data is modifiable. 

Figure 133 Tab General on the form of the advance purchase invoice.

This tab is composed of the following elements:

1.    The header in which the following information is specified: document number, vendor, secondary vendor, type of transaction, VAT rate, payment form, due date, center, document status, date of issue, advance payment date, subtotal and total values, amount of the invoice already paid and the remaining amount of the invoice to be paid.

2.    The list of advance payments providing the information about the advance payments registered for the selected purchase order. The information provided is the number, name, the maximum advance payment, the actual advance payment, and the VAT rate.

3. The list of order items for which the advance purchase invoice was issued. Information provided in this section is the item number, code, name, quantity, unit of measure, price, discount, total value, and VAT rate.

Header

Below is the following information provided in the document header:

Number – the value of the number depends on the numerator specified for this document type (see Configuration -> Numerators). Depending on the specified numeration scheme, the document number can be composed of three to eight elements arranged in the set order. These elements will represent the following section of the numeration scheme. If the numeration scheme contains the section Warehouse (the company has several warehouses), it is possible to select a particular warehouse from the list dropped down with the arrow next to the field. The symbol of the selected warehouse (entered when adding a warehouse – see Configuration -> Numerators) will appear in the document number.

When issuing the following advance invoice, the subsequent invoice number appears automatically. It is not possible to specify that number individually. When deleting the registerd advance invoice, the invoice number is released. This means that a newly added advance invoice receives the number of the deleted invoice, e.g., there are three advance sales invoices registered in the system with the following numbers: API/2009/00001, API/2009/00002, API/2009/00003; the invoice with the number API/2009/00002 is deleted and a newly added advance invoice will receive the number API/2009/00002. 

Reference Number – field for entering the number of the source advance invoice

Vendor / Secondary Vendor – name of the entity for whom the document must be issued. On the form of the document, the entity code is presented. There are two types of entities:

            Vendor – purchaser of an item

            Secondary Vendor ­– recipient of the purchased item

Such distinction has reason in situation when item is send to other address than current sender address, in both situations: when the vendor and the secondary vendor (supplier) is the same entity but the addresses are different.

Vendor and secondary vendor are selected from the vendors tree or the list of vendors opend by clicking on the button  or . After selecting the vendor, the vendor code will appear in the header of the advance invoice. The rest of its data can be previewed or completed in tab Vendors from the level of which it’s also possible to complete or edit the fields. Changed data is updated in Vendors dictionary.

Transaction Type – field for determining the type of transaction the document refers to. This value is retrieved from the order from which the advance invoice was generated and it is not editable from this level

VAT Rates – field for selecting VAT rate. This value is retrieved from the order from which the advance invoice was generated and it is not editable from this level

Payment Form – payment form in which the payment of the advance invoice must be effected

Due Date – payment date. The number of days preceding the specified date indicates a particular date of effecting payment against the specified date. If the date is changed, the number of days is automatically updated and the other way round

Center – field for selecting the unit of the company structure

Document Status – specifies the status of a currently opened document. Document statuses can be the following:

 Initiated -  document is being issued, it is not yet saved in the database

             Unconfirmed – document saved as unconfirmed  can be edited

Confirmed – confirmed document cannot be modified

Canceled – canceled document is not editable

Date of Receipt – date of delivery of the advance invoice from vendor

Date of Issue – date, when document was issued, according to this date invoice is saved to VAT register. By default the system date is suggested (current date)

Advance Payment Date – date as of which the advance payment can be applied in the system

Subtotal – subtotal value of all the items of the advance invoice

Total – total value of all the items of the advance invoice

Amount Paid – amount of the advance invoice already paid

Amount Remaining – remaining amount of the advance invoice to be paid

Items

The list of the advance invoice items is composed of the following columns:

No. – ordinal number of the item. Removing one of the document’s items automatically recalculates the other items

Name – item name

Max Advance Payment – the maximum value the advance payment can be amounted to

Advance Payment – the advance payment collected against future purchase transaction

VAT Rate – the rate which was assigned to a given item

The list of items operates in the edit in place mode, which means that the value of the advance payment can be changed directly on the list of the advance payment values. Changing one of those values recalculates the other values.

Order Items

Once advance sales invoice can be generated to an order issued for several different items. This tab contains a list of all items added to a sales order. The list is composed of the following columns:

No. – ordinal number of the item

Code – item code

Name – item name

Quantity – quantity of the item to be sold

UOM – unit of measure in which the item was ordered (it does not have to be the basic unit)

Price

Dicount – discount granted for a given item (it does not include the user discount and the discount on payment form)

Total Value – total value of a given item (quantity * price)

VAT Rate – tax rate assigned to a given item

The list of order items is not editable. It only presents the items of the purchase order to which the advance invoice was generated.

Tab Vendors 

This tab contains the address data of vendor and secondary vendor. Data is filled in automatically after selecting a vendor in tab General. Data placed on this tab can be changed or completed, if missing. Changing the address details in this tab updates that data on the vendor forms. The system doesn not allow saving a document without providing complete address data of the selected entity.

Figure 134 Tab Vendors on the form of advance purchase invoice.

Tab Currencies

In this tab, the currency in which an advance invoice was issued is presented. The invoice can be issued in the currency different from the system currency, but the currency needs to be changed on a purchase invoice. The currency cannot be changed on the form of the advance invoice generated from the purchase invoice. 

An exchange rate is retrieved from the selected type of exchange rate. The default type of exchange rate , defined in tab Configuration -> Exchange Rates, is suggested automatically. The type can be changed by selecting a different one from the list of defined exchange rate types that is dropped down with the downward arrow available next to type name field. If exchange rate of given currency is defined for the selected exchange rate type on given date, that exchange rate will be automatically retrieved. If  the exchange rate is not defined for the selected exchange rate type on a given day, the user will receive the following message: “A different date of exchange rate has been retrieved.” It means that the exchange rate has been retrieved from the last day it was defined for.  

Moreover, it is also possible to specify the date from which the exchange rate must be retrieved. By default, any date is selected, but it can, of course, be changed. The date is selected from the list that is dropped down by clicking the left mouse button on the downward arrow next to date type name. 

Figure 135Predefined list of date types.

Any Date – date which can be freely entered from the keyboard or selected from the built-in calendar in the Date of retrieving an exchange rate field. The exchange rate will be retrieved for the selected date, if exists

Date of Issue – invoice date of issue. The date is automatically retrieved from the document header and the field Date becomes insensitive

Date of Receipt – date of delivery of the advance invoice. This date is automatically retrieved from the document header and the field Date becomes insensitive

Advance Payment Date – date of the advance payment copied from the document header and the field Date becomes insensitive as in case of the date of issue

The lower panel of the Currencies tab is not editable. It contains information about currencies assigned to a document together with their exchange rates from a given day. Number of positions on the list differs depending on the number of currencies used while issuing the document. In case of different currencies of document and element, on the list it’s always marked which currency is a currency of document.

Figure 136 Tab Currencies on the form of the advance purchase invoice.

Tab Amounts

Information in this tab is filled out upon saving a document. The tab is divided into two panels: VAT Elements and List of payments.

In the VAT Elements panel, the following is specified:

VAT Account – specifies VAT account to which a VAT invoice will be saved. VAT accounts are added in the accounting part of the system, in VAT accounts.

VAT Direction –  determines the method of calculating VAT which is calculated on prices. On advance purchase invoice, this parameter is set to On Total and it is not editable. It means that the first value of the invoice that will be calculated will be the total value, then the VAT value and then to total amount as the difference between the total value and VAT

VAT Aggregation – determines the values on which VAT will be calculated. On advance purchase invoice, this parameter is set to VAT on values total and it is not editable. It means that VAT will be calculated on the value (total) of the whole document

Figure 137 Tab Amounts on the form of advance purchase invoice.

VAT table

VAT table displays summary of the whole advance invoice in the system currency. It’s possible that on one advance invoice there will be elements with different VAT rates. Then VAT table displays values summed for individual VAT rates.

If document is issued in a foreign currency then apart from values in the system currency VAT table contains also value in a foreign currency calculated with proper exchange rate.

Payments

The second panel: Payments presents a list of payments associated with a given advance invoice. This panel is filled out automatically after saving the document. It contains list of payments connected with a given advance invoice. While issuing the invoice system suggests one payment based on information entered in tab General (total and subtotal value of the advance invoice) and defined in  payment forms directory.

The user may add payment by himself and define its parameters. All changes on payments list can be entered only while issuing an advance invoice and editing unconfirmed advance invoice.

It’s not possible to complete the advance  invoice from this level – all payments are registered in cash – bank accounts.

If the issued advance invoice is paid in several installments (e.g. part paid with cash while issuing the document, part paid with transfer in 7 days) – user issuing the invoice has to divide the payment. List of payments should display as many elements as many there are installments expected. Terms, payment forms and values have to be equal to individual installments. More details about dividing and connecting the payments can be found in the manual Comarch ALTUM Finances.

List can be modified with standard buttons from the Payments buttons group (see the manual Getting started with Comarch ALTUM -> Buttons). There are several functions available:

Figure 138 Buttons for maintaining the payments available on the form of the advance purchase invoice.

Combine – used for connecting several payments into one payment

Divide – used for dividing one payment into several, mostly applies to situation when one payment will be paid with several installments

Below is the following payment details displayed on the list:

Entity – name of the payer

Receivable – value of receivable

Payable – value of payable

Amount Remaining – remaining amount to be completed

Payment Form – form in which payment must be effected

Due Date – date of payment

Currency – symbol of a currency in which payment was generated. Automatically, if user doesn’t change it, it’s  consistent with currency of document. It’s important to remember that document can be issued in different currency and payment in different.

Tab Associated Documents

Tab Associated Documents, just like the Currencies is not editable. It contains information about all documents assigned to a given advance invoice, e.g. corrections or purchase orders from which the advance purchase invoice was generated. This information is updated automatically according to the carried out transactions.

The associated documents can be previewed by double clicking on the selected document or by clicking on the button [Edit].

Figure 139 Tab Associated Documents on the form of advance purchase invoice.

Tab Description

This tab is used for providing of additional information regarding a given advance invoice.

Tab Attributes

Details about how to assign an attribute values to an object can be found in the manual Comarch ALTUM Configuration, in chapter Assigning attribute value to an object instance.

Figure 140 Tab Attributes on the form of advance purchase invoice.

Tab Analytical Description

Details of defining analytical description for an object are described in Comarch ALTUM Directories in chapter Defining analytical description.

Figure 141 Tab Analytical Description on the form of advance purchase invoice.

Features characteristic for an unconfirmed advance purchase invoice

6. It is editable
7. It can be deleted
8. It can be confirmed from the level of the document form or from the level of the list of invoices
9. It cannot be posted
10. It generates payment which is uncompleted

Features characteristic for a confirmed advance purchase invoice

Confirming an advance invoice both from the level of the document form and the list of documents results in the same consequences. Such confirmed advance purchase invoice has the following features:

7. It is not editable – only details of document or element can be previewed, without possibility of changing them
8. It cannot be deleted
9. It can be posted
10. It generates payment which can be completed or not depending on the selected payment form
11. It generates a record in VAT accounts
12. It can be canceled

Generating of an advance purchase invoice

The are two methods of generating an advance purchase invoice: from a confirmed or pending purchase order and from the level of the vednor payments on the basis of the open payment/receipt transactions.

An advance purchase invoice is generated from a purchase order by selecting a particular order on the list of purchase order and clicking on the button [API] in the Generation button group. Clicking on that button opens the form of the new advance invoice in which the amount of the advance payment, collected against future sale of the item from the purchase order, is determined.

Figure 142 Determining of advance payment value.

The amount of the advance payment is determined in the column Advance Payment. This value cannot be greater than the maximum amout of the advance payment. After specifying the advance payment, it must be confirmed by clicking [Save] in the General button group.

In order to generate an advance invoice from the level of the vendor payments, it is necessary to filter the list of transactions to a particular vendor and a particular withdrawal. The advance purchase invoice can be generated only on the basis of the payment/receipt transactions registered in the same currency as that of the order to which the invoice must be generated.

The advance purchase invoice is generated upon selecting a cash-bank transaction and clicking on the button [API] in the Generation button group.

The button becomes active when the following conditions are fulfilled: