Downpayments in Vertec

Downpayments are advance payments on future services, also known as advance payments. In Vertec, downpayments can be charged and then deducted from invoices.

In order for a downpayment / advance payment to appear in Vertec as an already paid downpayment and to be deducted from future invoices, it must first be charged, i.e. an advance invoice must be created.

Only the downpayment is charged on an advance invoice. On the invoice in Vertec it looks like this:

On a regular invoice, services, expenses and outlays are charged. On the invoice in Vertec, it looks like this:

If there is a downpayment on the project that has already been charged, it will appear on the invoice as a deduction:

An imprest invoice essentially comprises the following steps:

1. Create a downpayment.
2. Create an invoice and invoice this downpayment on it.
3. Charge the invoice (and post it if necessary).

You can also automate this process. See Use case: Automatically charge downpayments.

A downpayment is entered on a project. On the project, click on the menu button New > Downpayment:

The details window of the new downpayment will appear. Enter the desired information there. The downpayment is already assigned to the project.

2. Create an invoice that only has the downpayment on it

Now create a regular invoice by selecting the menu button New > Invoice on the project. An invoice will now appear which, in addition to the downpayment, has automatically loaded all open services, expenses and outlays, if any (see also Invoicing).

Now manually remove everything except the downpayment. Using the example of the services, here is how to do this:

Removing services

Go to the Services subfolder. Select all services and right-click in the grey column. Select Disconnect:

You remove expenses and outlays analogously (see also Deleting data).

In particular, you should also pay attention to whether there is a flat-rate subfolder. In this case, you should also remove the flat-rate subfolder using the same pattern.

3. Charge the invoice

To be sure, check the total amount of the invoice. This should now correspond to the amount of the advance payment. By clicking on the button Charge, the advance payment is charged in Vertec, and for future invoices on this project, this advance payment is then deducted.

Deduct downpayments made

As soon as an invoice is created on a project, any downpayments already invoiced are now deducted from this invoice as downpayments made.

If the downpayment amount is greater than the invoice amount, the invoice amount will normally be deducted from the downpayment. For the next invoice, the remaining amount of the downpayment will be charged. If the option Offset is set on the downpayment, the downpayment will be charged to the invoice in total, in this case a negative invoice amount will appear.

The fields on the downpayment

If you do not want to deduct a downpayment from the invoice, open the Downpayments made subfolder in the invoice window. Right-click on the corresponding downpayment and select Disconnect. This will remove the downpayment from the invoice but keep it in the system.

project	The project from which the downpayment was created is pre-registered as a project. You can change this here if necessary.
description	Corresponds to the project description. If you need to select another project, you can do so either from the project code or from this description.
regarding	Corresponds to the project subject and is automatically applied.
Date	The date of creation is pre-entered. However, you can overwrite this manually.
Language	Displays the project language.
designation	Enter here the designation for the downpayment. This designation appears on advance reports, in the list of downpayments, when posting the downpayment to bear.
invoice	If you want to invoice the downpayment on an already existing invoice (the downpayment will be charged to the customer, not deducted!), you can select it here.
Imprest account	Advance account in accounting. If this is set or overwritten here at this level, it will appear in green font.
VAT	When a downpayment is created, it is automatically assigned to the VAT types of the corresponding project. To assign a different VAT, select the appropriate one from the combo box.
Net amount, gross amount	You can enter the advance amount either net or gross. The other amount is calculated automatically.
Amount open	This shows how much downpayment is left if the downpayment has not been fully deducted from one or more invoices.
Autom. on invoice	If the Autom. on invoice property is deactivated, the downpayment does not automatically appear for charging or deduction on an invoice, but must be manually assigned to the corresponding invoice.
Reconciling	If the Settlement property is set on a downpayment, this causes the paid, i.e. charged, downpayment to be completely reconciled on an invoice during deduction. If the amount of the advance is greater than the invoice amount, this results in an invoice with a negative total amount. If the option is not set, the downpayment up to the invoice amount 0.00 is taken into account and the remaining advance is deducted on the next invoice.
cost unit	Specifying a cost unit for use in postings is useful for certain posting scenarios, such as the mapping of advance payments. It is taken into account in the posting documents, both for invoiced and for deducted advances. The cost center is selected via the accounting interface or manually on the page More Info:

If a downpayment has been invoiced, the corresponding invoice appears in the invoice subfolder.

If a downpayment has been deducted from an invoice, the corresponding invoice appears in the subfolder deducted from invoice.

Deducted on invoice

When creating an invoice, Vertec assigns all outstanding downpayments to the invoice, i.e. also those from which nothing is deducted. In this folder, therefore, invoices from which nothing has been deducted from this downpayment appear.

If you want to show on this tab only the invoices on which the downpayment was actually deducted, the link type deducted to invoice – downpayments made can be adjusted:

Instead of invoices, the expression in the “From” part reads as follows:

rechnungvorschusslink->select(betragnetto<>0).rechnungen

Invoices are entered as a link member.

Treatment of net advances

Advances in Vertec are generally treated as gross advances.

For the conversion from net to gross – so that you do not have to calculate the VAT yourself – there are two fields for entry called net amount and gross amount (see above). It can be entered either net or gross amount, the other amount is calculated automatically. This does not affect the fact that the downpayment is always treated as a gross advance.

In Vertec versions before 6.6.0.10 there was a checkbox on the More Info page Vorschussabzug aufgrund von Nettobetrag berechnen. Since the specific behaviour of net advances can lead to incorrect amounts of VAT when deducting advances, this option is no longer supported in this version.