Purchase deposit invoice

A purchase deposit invoice is a document issued by the supplier to formalize the partial payment of the price of an order before the goods are delivered or the service is performed, allowing the purchasing company to record this deposit in its accounts.

Context:

MASOCIETE, a company specializing in solar panel installation, needs electrical equipment for a new project.

MASOCIETE's purchasing department creates a supplier order in the system for a total amount of €8,000 excluding tax.

The order is then sent by email to the supplier TECHNOSOLAR, which usually supplies them with the necessary panels and accessories.

A few hours later, TECHNOSOLAR replies to the email confirming the availability of the equipment.

In its reply, the supplier specifies that the order is subject to a 50% deposit, i.e. €4,800 excluding VAT (€1,600 VAT), before preparation can begin.

It attaches the corresponding deposit invoice to its message.

The MASOCIETE supervisor receives the deposit invoice by email.

He checks the information (amount, order reference, payment terms) and then creates the purchase deposit invoice in the accounting system.

Once the deposit invoice has been recorded, the accounting department schedules payment of the amount of €4,800 excluding tax.

The reminder of the amount will be paid upon receipt of the final invoice, after delivery of the equipment.

Note: From now on, deposit invoices can be entered and posted directly in the system.

Implementation

To begin with, here is the supplier order created from Purchase > Orders > Supplier Orders.

Next, to create the purchase deposit invoice, go to Purchase > Supplier Invoice > Purchase Deposit Invoices.

After recording, it is now possible to transfer deposit invoices for purchases to accounting.

To transfer a deposit invoice for a purchase to accounting, go to Accounting > Entry Management > Automatic Transfer.

Click on [[Start transfer]]. You can then view the entries in Accounting > Entry management > Entry consultation.