Lesson 11: Processing Sales with Payments

Part 2: Basic Sales and Purchases

This lesson explains how you can add a payment to a sales order with non-stock items and process this payment.

Sales with Payments and Prepayments: General Information

Companies need to keep track of the incoming funds that are paid for the sold items in order to accurately account
for what has been paid and what needs to be paid. In some cases, these funds need to be paid before the items can
be purchased or produced.
In Acumatica ERP, you use the payment and prepayment functionality to record the amount of funds that have
already been paid for each sales order.

Learning Objectives

In this lesson, you will do the following:

Create a sales order
Create a payment for the sales order
Create an invoice for the sales order
Process the invoice

Applicable Scenarios

You may need to create sales orders with payments and prepayments in the following cases:

You sell goods that you produce or purchase only aer you have received a payment, according to company policy.
You have a contract with a customer that requires a certain prepayment percentage before the goods can be shipped.

Sales Orders with Payments and Prepayments

The standard processing of a sales order with a payment or prepayment typically involves entering a sales order, entering a payment or prepayment, and preparing the related invoice for the customer. In Acumatica ERP, to begin processing a sale, you enter a sales order on the Sales Orders (SO301000) form and add to the order the items the customer has requested. When the customer pays the amount that is required before the sales order can be processed further, you create a payment or prepayment document and apply it to the sales order. Then you need to bill the customer for the sold services by preparing a sales invoice, which is a financial document in the system that contains links to the applicable sales orders. You can review the prepared sales invoice on the Invoices (SO303000) form. If any payment is still required for the sales order, aer the money is received, you create a payment and apply it to the sales invoice; then you can release the invoice. When the sales invoice is released, the sales invoice becomes visible on the Invoices and Memos (AR301000) form as an AR invoice. An AR invoice on the Invoices and Memos form is a financial document that does not contain links to the applicable sales orders, as the sales invoice does. The AR invoice and sales invoice have the same reference number, which the system prints in the customer statement. On both the Invoices form and the Invoices and Memos form, you can view the link to the batch of the general ledger transactions that was generated when the invoice was released. For more information on processing AR invoices, see Processing AR Invoices.

Workflow of Processing a Sale with a Payment or Prepayment

For a sales orders with a payment or prepayment, the typical processing involves the actions and generated documents shown in the following diagram. Sales with Payments and Prepayments: Process Activity

In this activity, you will process a sales order with a payment.

Story

Suppose the Prime Cafe customer has ordered a large quantity of apple jam in 96-ounce jars. For this quantity of apple jam, SweetLife Fruits & Jams requires a payment of the order amount to be made before the sale. Prime Cafe has paid the required amount on the same day the order is placed. Acting as the sales manager of SweetLife, you need to enter and process a sales order for Prime Cafe and record the payment made by the customer.

Process Overview

In the activity, to process a sales order with a payment, you will first create a sales order of the IN type on the Sales Orders (SO301000) form and add items to be sold. You will then create a payment on the Payments tab of the Sales Orders form and release it on the Payments and Applications (AR302000) form.

Then you will prepare the invoice by clicking Prepare Invoice on the form toolbar. The system will create a sales invoice and open it on the Invoices (SO303000) form. Finally, you will release the invoice.

System Preparation

Make sure that you have completed the following prerequisite activities:

Order Management Basic Configuration: Implementation Activity.
Sales Order Types: Implementation Activity
Customers: Implementation Activity
Direct Sales of Non-Stock Items: Implementation Activity

Step 1: Creating a Sales Order To create a sales order for the Prime Cafe, do the following:

On the Sales Orders (SO301000) form, add a new record.
In the Summary area, specify the following settings:

Order Type: IN
Customer: PRIME
Description: Sale of apple jam

On the table toolbar of the Details tab, click Add Row.
Specify the following settings in the added row:

Inventory ID: APJAM96
Quantity: 50
Unit Price: 45.15 (inserted automatically)

On the form toolbar, click Save.

Step 2: Creating and Releasing the Payment Now you need to record the payment made by the PRIME customer. To perform this task, do the following:

While you are still viewing the sales order on the Sales Orders (SO301000) form, on the table toolbar of the Payments tab, click Create Payment.
In the Create Payment dialog box, which opens, make sure that 10200WH - Wholesale Checking is specified in the Cash Account box.
In the Payment Amount box, verify that the payment amount is 2257.50.
Click OK to close the dialog box. The system creates a payment and applies it to the sales order.
In the only row on the Payments tab, click the link in the Reference Nbr. column. The system opens the payment on the Payments and Applications (AR302000) form.
On the form toolbar, click Remove Hold.
Click Release.
Close the Payments and Applications form and return to the sales order on the Sales Orders form.
The payment has been created and released. Now you can process the invoice.

Step 3: Processing the Invoice To prepare and release the invoice related to the sales order, do the following:

While you are still viewing the sales order on the Sales Orders (SO301000) form, refresh the browser page to update the sales order details.
On the form toolbar, click Prepare Invoice. The system prepares the invoice and opens it on the Invoices (SO303000) form.
On this form, review the details of the prepared invoice. The invoice has one line, as the sales order does. On the Applications tab, notice that the system has inserted the line with the payment, which you have created in the previous step.
On the form toolbar, click Release to release the invoice. The invoice is assigned the Closed status, and the balance is set to 0, which means that the invoice has been fully processed (see the following screenshot).
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   Figure: The invoice processed to completion
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The processing of the sales order with a payment is now complete. Part 2: Basic Sales and Purchases | 51