MODULE 9: PREPAYMENTS

Module Overview
Prepayments are the payments before the final invoicing of a sales or purchase
order. A sales or purchase prepayment invoice should be created for each advance
payment that is requested so that these prepayments can be posted and applied
to the prepayment invoices. By doing this, you will improve the follow-up on the
sales and purchase orders and the tracking of prepayments.

In Microsoft Dynamics 2013, prepayments are available for both sales and
purchases.

• On the sales side, prepayments are used to require customers to pay

a part of the total amount of their order-specified as an amount or a
percentage-in advance of the final invoice.
• On the purchases side, prepayments are used to document and
process prepayments that vendors require.

Note: The prepayment functionality is not integrated to Service Management.

Microsoft Dynamics NAV 2013 can be set up to require:

• Selected customers to prepay a specific percentage of the total sales

order amount.
• Specified prepayment percentages for particular combinations of
customers or customer price groups and items.
• All customers to prepay a specific percentage for selected items.
• Selected vendors to prepay a specific percentage of the total
purchase order amount.
• Specified prepayment percentages for particular combinations of
vendors and items.
• Verification that the prepayment is made before shipping or receiving
items.

Note: Do not use the prepayments functionality to process customer deposits

and retainers.

To use prepayments, you must set up the following.

• Assign general ledger accounts on general posting groups for

prepayments

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• Number series for prepayment documents
• Prepayment percentages for selected vendors and customers
• Prepayment percentages for combinations of:
o Customers, customer price groups, or all customers and items
o Vendors and items
• Check boxes to require before the posting of sales shipments or
purchase receipts:
o The receipt of prepayment amounts that are from customers for
sales
o The issue of prepayment amounts that are from vendors for
purchases

After the required setup is complete, a user can generate prepayment invoices
from the sales and purchase orders for the calculated prepayment amount, and
the correct prepayment invoices as they are needed.

Note: For more information about how to set up prepayments and any
known limitations of the prepayments feature, refer to the Prepayments white
paper (May, 2011). (http://go.microsoft.com/fwlink/?LinkId=267545)

Objectives

The objectives are:

• Explain the requirements for setting up prepayments.

• Set up and assign prepayment General Ledger accounts.
• Set up prepayment numbering for sales and purchases.
• Set up default prepayment percentages on customers and vendors.
• Set up default prepayment percentages for Customer-Item and
Vendor-Item combinations.
• Set up prepayment posting verification for sales and purchases.
• Explain the prepayment processing flows for sales and purchase
orders.
• Describe the prepayment-specific fields on sales and purchase orders.
• Create sales and purchase orders with prepayment percentages and
amounts.
• Create prepayment invoices that are from sales and purchase orders.
• Explain the processes available to correct posted prepayment
invoices.

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Set Up General Posting Groups

Because the prepayment amount belongs to the buyer until he or she has
received the goods or services, companies must set up general ledger accounts to
post the prepayment amounts until the final invoice is posted. To recognize
ownership, companies must set up Microsoft Dynamics NAV 2013 to record:

• Customer prepayments in a liability account until the items are

shipped.
• Vendor prepayments in an asset account until the items are received.

Note: How to set up general ledger accounts is described in the Chart of

Accounts module for this course.

Note: Value-added tax (VAT) for the prepayment amounts. This means the
prepayment invoice is handled through a combination of the VAT product posting
group set up on the general ledger account for the prepayment and the VAT
business posting group that is set up on the customer or vendor in the sales or
purchase order header. Therefore, a separate general ledger account is required for
each VAT product posting group.

VAT for the prepayment amounts is not handled through the VAT product posting
group on the sales order line.

These general ledger accounts must be assigned to the relevant general posting
setup combinations on the General Posting Setup page. To complete this setup,
follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management >
Posting Groups > General Posting Setup.
4. In the Choose Column feature, add Sales Prepayments Account
and Purch. Prepayments Account.
5. Click OK to close the Choose Column page.
6. For every line that contains a combination of general business posting
group and general product posting group that requires sales or
purchase prepayments, enter the following:
o In the Sales Prepayments Account field, enter the number of
the general ledger account to use for posting sales prepayment
amounts.
o In the Purch. Prepayments Account field, enter the number of
the General Ledger account to use for posting purchase

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prepayment amounts.
7. Click Close to close the General Posting Setup window.

FIGURE 9.1: GENERAL POSTING SETUP WINDOW

Set Up Unrealized VAT for Prepayments

VAT for the prepayment amount. This means the prepayment invoice is handled
through a combination of the VAT product posting group that is set up on the
general ledger account for prepayment, and the VAT business posting group that
is set up on the customer or vendor in the sales or purchase order header.

Note: How to set up unrealized VAT is discussed in the “VAT” module in this
course.

When VAT is used with the Prepayment Unrealized VAT check box in the
General Ledger Setup window (this is how it is used in many countries), VAT that
is from the prepayment invoice will be realized as soon as the payment is applied
to it.

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Another opportunity to realize VAT that is from a prepayment invoice is when
goods or services on order are delivered. In this case, the posting of the sales
order (final invoice posting) realizes the unrealized VAT posted in the prepayment
invoice if that invoice is open. If this is not the behavior you want, select the
Check Prepmt. When Posting check box in the Sales & Receivables Setup
window. This setting makes sure that a prepayment invoice is applied before the
final invoice can be posted. Both realized and unrealized transactions are handled
through the Prepayments Account set up in the General Posting Setup window.

Set Up General Ledger Setup

The setup in the General Ledger Setup page makes sure that the unrealized VAT
feature is opened and the VAT that is from the prepayment invoice will be
realized as soon as the payment is applied to it.

To access the General Ledger Setup page, follow these steps.

1. In the Navigation Pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management >
Finance > General Ledger Setup.
4. Expand the General FastTab.
5. Select the Unrealized VAT check box.

The Prepayment Unrealized VAT check box is automatically selected.

6. Click OK to close the General Ledger Setup page.

Note: When the Unrealized VAT check box is selected, the Prepayment
Unrealized VAT check box must also be selected.

You can select the Prepayment Unrealized VAT check box, without having to
select the Unrealized VAT check box.

When the prepayment invoice is not yet applied, when the final invoice is created it
will automatically realize the unrealized VAT posted in the prepayment invoice.

Set Up VAT Posting Groups

When you use unrealized VAT, you must have different general ledger accounts to
post realized and unrealized VAT. To do this, set up these general ledger accounts
on the VAT Posting Setup page.

These realized and unrealized VAT accounts will be used when the prepayment
invoice is posted, based on the VAT posting groups assigned to the used
prepayments general ledger account.

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Set Up Number Series for Prepayment Documents

Companies must set up a number series for every type of prepayment document
that is used. The prepayment documents are as follows:

• Sales prepayment invoices

• Sales prepayment credit memos
• Purchase prepayment invoice
• Purchase prepayment credit memos

The same number series can be used for:

• Prepayment invoices and credit memos.

• Regular invoices and credit memos.

Alternatively, you can use a different number series. When you use a different
number series, each number series must be unique so that you can browse
effectively on posted transactions.

Note: How to set up a number series is covered in the course Application

Setup in Microsoft Dynamics NAV 2013.

Set Up Prepayment Numbering for Sales

To set up a prepayment number series for sales, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management >
Finance > Sales & Receivables Setup.
4. Expand the Numbering FastTab.
5. In the Posted Prepmt. Inv. Nos. field, enter the number series to use
to assign numbers to sales prepayment invoices when they are
posted.
6. In the Posted Prepmt. Cr. Memo Nos. field, enter the number series
to use to assign numbers to sales prepayment credit memos when
they are posted.
7. Click OK to close the Sales & Receivables Setup page.

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FIGURE 9.2: SALES & RECEIVABLES SETUP WINDOW – NUMBERING

FASTTAB

Set Up Prepayment Numbering for Purchases

To set up a prepayment number series for purchases, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management >
Finance > Purchases & Payables Setup.
4. Expand the Numbering FastTab.
5. In the Posted Prepmt. Inv. Nos. field, enter the number series to use
to assign numbers to purchase prepayment invoices when they are
posted.
6. In the Posted Prepmt. Cr. Memo Nos. field, enter the number series
to use to assign numbers to sales prepayment credit memos when
they are posted.
7. Click OK to close the Purchases & Payables Setup page.

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FIGURE 9.3: PURCHASES & PAYABLES SETUP WINDOW – NUMBERING

FASTTAB

Set Up Prepayment Percentages for Customers and

Vendors
Companies can specify a default percentage for prepayments to use for all sales
for customers and for all purchases that are from vendors. As soon as the
percentage is specified, it is automatically populated on the Prepayment FastTab
of the sales or purchase order header, and will be copied to all sales or purchase
order lines. Then the prepayment percentage is calculated on the total sales or
purchase amount of the order.

Note: Prepayment percentages specified on customers and vendors apply to

all lines entered on sales and purchase orders, not only items.

Set Up Prepayment Percentages for Customers

To set up a default prepayment percentage for a customer, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Financial Management > Receivables > Customers.
3. Select the customer who requires a default prepayment percentage
and then click Edit.
4. Expand the Invoicing FastTab.
5. In the Prepayment % field, enter the default percentage.
6. Click OK to close the Customer Card page.

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Demonstration: Set Up Prepayment Percentages for
Vendors

Scenario: The vendor London Postmaster always charges CRONUS International

Ltd. with a prepayment of 10 percent on all orders. As the accounts payable
coordinator, you are responsible for setting up prepayments for vendors.

To set up a default prepayment percentage for a vendor, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Financial Management > Payables > Vendors.
3. Select vendor 10000 and then click Edit.
4. Expand the Invoicing FastTab.
5. In the Prepayment % field, enter 10.
6. Click OK to close the Vendor Card page.

Set Up Prepayment Percentages for Customer-Item

and Vendor-Item Combinations
Companies can set up a default prepayment percentage for an item that is being
sold to all customers, a specific customer, or a customer price group. This default
prepayment percentage for a specific combination will take precedence over the
default prepayment percentage that is set up for the customer. The default
prepayment percentage for a customer-item combination will take precedence
over the default prepayment percentage for a customer price-group combination
and take precedence over the default prepayment percentage for an item that is
sold to all customers.

Various combinations of items and customers can be set up from the Customer
Card or the Item Card. The same Sales Prepayment Percentages page is used
from both locations. However, the preset filters differ, depending on whether the
page is opened from the Customer Card or the Item Card.

Note: The Sales Prepayment Percentages page cannot be accessed from

the Customer Price Groups page.

Companies can also set up a default prepayment percentage for an item that is
being purchased for a specific vendor. This prepayment percentage will take
precedence over the default prepayment percentage set up for the customer.

The various combinations of items and vendors can be set up from the Vendor
Card or from the Item Card. The same Purchase Prepmt. Percentages page is
used from both locations. However, the preset filters differ, depending on whether
the window is opened from the Vendor Card or from the Item Card.

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Set Up Prepayment Defaults for a Customer-Item
Combination

To set up prepayment defaults for a combination of an item and customer,

starting from the Item Card, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Warehouse > Planning & Execution > Items.
3. Select the item that requires a default prepayment percentage for a
specific combination of item and customer.
4. In the Sales section of the Navigate tab, click Prepayment
Percentages.

FIGURE 9.4: SALES PREPAYMENTS PERCENTAGES WINDOW – ITEM

The Item No. Filter field is automatically populated with the item the Sales
Prepayments Percentages page is opened from.

5. In the Sales Type field, click the drop-down list and select either
Customer, Customer Price Group, or All Customers.
6. In the Sales Code field, click the drop-down list and select the
particular Customer or Customer Price Group for whom this
prepayment percentage applies or leave it blank when the Sales type
field contains the value All Customers.
7. In the Item No. field, click the drop-down list and select the item the
prepayment percentage applies to.

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8. In the Starting Date field, enter the date to start charging the
prepayment percentage.
o Set the Starting Date to the current date by leaving the field
blank.
o If a future date is entered, the rule starts automatically on that
date.
9. In the Ending Date field, enter the date to stop charging the
prepayment percentage.
o If the Ending Date field is left blank, the rule does not expire
until it is edited or removed.
o If a future date is entered, the rule expires automatically on that
date.
10. In the Prepayment % field, enter the percentage of the item cost to
charge as a prepayment. For example, if a prepayment of 10 percent
is charged on this item, enter 10 in this field.
11. Click OK to close the Sales Prepayment Percentages page.

To set up prepayment defaults for a combination of an item and customer,

starting from the Customer Card, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Financial Management > Receivables > Customers
3. Select the customer who requires a default prepayment percentage
for a specific combination of item and customer.
4. On the Navigate tab, click Prepayment Percentages.

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FIGURE 9.5: SALES PREPAYMENTS PERCENTAGES WINDOW –

CUSTOMER
5. The Sales Type Filter field and Sales Code Filter field are
automatically populated with the customer the Sales Prepayments
Percentages page is opened from. Remove or change these filters, if
you want to set up default prepayment percentages for combinations
of items with customer price groups or all customers.

The following steps are identical to steps 6 through 11 when the Sales
Prepayments Percentages page is opened from the Item Card.

6. Click OK to close the Sales Prepayments Percentages page.

Demonstration: Set Up Prepayment Defaults for a Vendor-

Item Combination

Scenario: Because of the delicate material of the item 8924-W server – enterprise
package, the vendor London Postmaster charges CRONUS International Ltd. with
a prepayment of 20 percent for this item, instead of the regular 10 percent for
other items. As the accounts payable coordinator, you are responsible for setting
up prepayments for vendors.

To set up the prepayment default for the vendor-item combination, starting from
the Item Card, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Warehouse > Planning & Execution > Items.

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3. Select item 8924-W.
4. In the Purchases section of the Navigate tab, click Prepayment
Percentages.

The Item No. Filter field is automatically populated with item 8924-
W.
5. In the Vendor No. field, click the drop-down list and select vendor
10000.

The Item No. field is automatically populated with item 8924-W.

6. Leave the Starting Date and Ending Date field blank.
7. In the Prepayment % field, enter 20.
8. Click OK to close the Purchase Prepmt. Percentages page.

FIGURE 9.6: PURCHASES PREPMT. PERCENTAGES WINDOW– ITEM 8924-W

To set up prepayment defaults for a combination of an item and vendor, starting

from the Vendor Card, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Financial Management > Payables > Vendors.
3. Select the vendor that requires a default prepayment percentage for
a specific combination of item and vendor.

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4. On the Navigate tab, click Prepayment Percentages.

FIGURE 9.7: PURCHASE PREPMT. PERCENTAGES - VENDOR

The Vendor No. Filter field is automatically populated with the vendor the
Purchases Prepmt. Percentages page is opened from.

The following steps are identical to steps 6 through 11 when the Purchase
Prepmt. Percentages page is opened from the Item Card.

5. Click OK to close the Purchase Prepmt. Percentages page.

Set Up Prepayments Verification

When users post a prepayment invoice to a customer or vendor, they can set up
Microsoft Dynamics NAV 2013 to verify that prepayments that are due from a
customer are received and prepayments that are due from a vendor are issued.

This feature makes sure that inventory is not shipped to a customer or received
from a vendor before the prepayment invoice is applied.

Note: Starting the prepayments verification, eliminates having to realize the

unrealized VAT posted in the prepayment invoice, by creating the final invoice
without applying the prepayment invoice.

Now, to realize prepayment VAT, you must apply the prepayment invoice.

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Set Up Prepayments Verification for Sales

To set up the prepayments verification when you post sales, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management >
Finance > Sales & Receivables Setup.
4. Expand the General FastTab.
5. Select the Check Prepmt. When Posting check box to prevent the
posting of invoices before the receipt of the prepayment amount.
6. Click OK to close the Sales & Receivables Setup page.

FIGURE 9.8: SALES & RECEIVABLES SETUP WINDOW – GENERAL FASTTAB

Set Up Prepayments Verification for Purchases

To set up the prepayments verification when you post purchases, follow these
steps.

1. On the Navigation Pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management >
Finance > Purchases & Payables Setup.
4. Expand the General FastTab.

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5. Select the Check Prepmt. When Posting check box to prevent
posting before paying the prepayment amount.
6. Click OK to close the Purchases & Payables Setup page.

FIGURE 9.9: PURCHASES & PAYABLES SETUP WINDOW – GENERAL

FASTTAB

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Lab 9.1: Set Up Prepayments for Sales

Scenario

As the accounts receivable administrator for CRONUS International Ltd., you are
responsible for setting up prepayments for particular items and customers. You
must charge a prepayment of 10 percent on all orders for Item 1896-S. You must
also charge customer 10000 a prepayment of 20 percent on all orders.

Note: To successfully perform the following detailed steps, the profile and
corresponding role center for the Accounts Receivables Administrator must be
assigned to your user ID.

Exercise 1: Set Up Prepayments for Sales

Task 1: Set Up Prepayments for Sales

High Level Steps

1. Enter the prepayment requirement for the item as it is specified in the
scenario.
2. Enter the prepayment requirement for the customer as it is specified
in the scenario.

Detailed Steps
1. Enter the prepayment requirement for the item as it is specified in the
scenario.
a. On the Navigation Pane, click Home.
b. Click Items.
c. Select item 1896-S.
d. In the Sales section of the Navigate tab, click Prepayment
Percentages.
e. In the Sales Type field, enter All Customers.
f. Leave the Sales Code field blank.

The Item No. field is automatically filled in with the item 1896-S.

g. Leave the Starting Date and Ending date fields blank.

h. In the Prepayment % field, enter 10.
i. Click OK to close the Sales Prepayment Percentages page.

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2. Enter the prepayment requirement for the customer as it is specified
in the scenario.
a. On the Navigation Pane, click Home.
b. Click Customers.
c. Select customer 10000 and then click Edit.
d. Expand the Invoicing FastTab.
e. In the Prepayment % field, enter 20.
f. Click OK to close the Customer Card page.

Prepayments Processing Flows

Users can create prepayment invoices that are from a sales or purchase order with
the prepayment invoice option.

The prepayment amount on the order is calculated based on the prepayment

percentage specified on items, customers, or vendors. Users can edit this
prepayment percentage or amount on the individual sales or purchase order.

Prepayment Sales Order Process

The following steps list the typical process flow for prepayment sales orders.

1. Create a sales order with a prepayment requirement.

2. Send a prepayment invoice for the prepayment amount to the
customer.

The customer pays the prepayment amount.

3. Apply the prepayment amount to the sales order.

4. Ship the order to the customer.
5. Create a sales invoice for the total amount of the sales order minus
the prepayment amount.
6. Receive payment from the customer and post the payment to the
sales order.

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FIGURE 9.10: PREPAYMENT SALES ORDER PROCESS

Prepayment Purchase Order Process

The following steps list the typical process flow for prepayment purchase orders.

1. Create a purchase order with a prepayment requirement.

2. Post a prepayment invoice for the prepayment amount.
3. Send the prepayment amount to the vendor.
4. Apply the prepayment amount to the purchase order.
5. After the vendor ships the order, create a purchase invoice for the
total amount of the purchase order minus the prepayment amount.
6. Send the payment to the vendor and post the payment to the
purchase order.

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FIGURE 9.11: PREPAYMENT PURCHASE ORDER PROCESS

Prepayment Sales and Purchase Orders Overview

The sales and purchase orders contain a specific Prepayment FastTab, and the
order lines also contain some prepayment-specific fields. This lesson will define
these fields and explain the prepayment percentage priority.

Sales and Purchase Order Header – Prepayment FastTab

The sales and purchase order header contains the following fields on the
Prepayment FastTab that are related to prepayments.

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FIGURE 9.12: PURCHASE ORDER – PREPAYMENT FASTTAB

• Prepayment % – The percentage to be applied to all lines on the
order. If there is a default prepayment percentage specified on the
customer or vendor, this field is automatically populated with that
amount.
However, the prepayment percentage specified on the customer or
vendor only applies to lines that do not have a default prepayment
percentage set up for the customer-item or vendor-item
combination.
• Compress Prepayment –
o If this field is cleared, a prepayment sales or purchase invoice line
is created for each sales or purchase order line.
o If this field is selected, the prepayment amount of the sales or
purchase order lines are combined as one prepayment sales or
purchase invoice line when the following is applicable:
 The order lines have the same general ledger account for
prepayments (as is defined in the General Posting Setup
page).
 The order lines have the same dimensions.
• Prepmt. Payment Terms Code – The payment terms for prepayment
invoices. As a default, this code is retrieved from the Payment Terms
Code field on the Invoicing FastTab of the order.
The prepayment payment terms are used to calculate the due date,
payment discount date, and payment discount percentages for
prepayment amounts.
• Prepayment Due Date – The date the prepayment invoice for the
order is due. The date is calculated with the date formula in the Due
Date Calculation field that is related to the prepayment payment
term and the Document Date on the order.

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• Prepmt. Payment Discount % – The payment discount percentage
that is given on the prepayment if the order is paid on or before the
date entered in the Prepmt. Pmt. Discount Date field.
• Prepmt. Payment Discount Date – The last date the prepayment
invoice can be paid and still receive a payment discount on the
prepayment amount. The date is calculated with the date formula in
the Discount Date Calculation field that is related to the
prepayment payment term and the Document Date on the order.

Prepayment Status

The Status field on the General FastTab of the order contains an option of
Pending Prepayment. This status is used when the order has one or more lines
with a prepayment amount, and the prepayment invoice is posted, but not yet
paid.

The Status field is set to open when the order is created. However this field can
also be set to the following options.

• Pending Approval, when the document is waiting to be approved.

• Pending Prepayment, when the order is approved, if document
approvals are used, and when the prepayment invoice is created and
is waiting to be paid.
• Released, when the order is approved, if the document approvals are
used. When the prepayment invoice is paid, if prepayments are used,
and when the order is released to the next stage of processing. (On
the Actions tab, click Release.)

FIGURE 9.13: PURCHASE ORDER – GENERAL FASTTAB

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Sales and Purchase Order Lines

The sales and purchase order lines contain the following fields that are related to
prepayments. Notice that you must show these fields that have the Choose
Column function.

FIGURE 9.14: PURCHASE ORDER LINES

• Prepayment % – The content of this field is determined as follows:

o If a default prepayment percentage is set up for the item on the
line, it is automatically copied into the Prepayment % field.
o If no default prepayment percentage is set up for the item, the
prepayment percentage that is from the customer or vendor card
is copied from the order header.
o The Prepayment % field can be entered or changed manually on
a line-by-line basis.
• Prepmt. Line Amount Excl. VAT – The prepayment amount of the
order line that is determined as follows:
o It is calculated automatically based on the Prepayment % and
the Line Amount Excl. VAT fields of the order line. This means
that the prepayment is calculated on the amount excluding the
discount.
o The Prepmt. Line Amount Excl. VAT field can be entered or
changed manually on a line-by-line basis.

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• Prepmt. Amt. Inv. Excl. VAT – The prepayment amount that is
already invoiced for this order line. The contents of this field cannot
be changed. To void the prepayment, you must post a repayment
credit memo for the order line.
• Prepmt. Amt to Deduct Excl. VAT – The prepayment amount that
will be deducted from the next ordinary invoice for this line.

Note: The Prepmt. Amt to Deduct Excl. VAT is calculated proportionally to

the amount for the order that will be invoiced (based on the Qty. to Invoice field).

If the Qty. to Invoice field contains a number that is less than the total quantity
ordered, you can change the amount to deduct you post the invoice.

• Prepmt Amt Deducted Excl. VAT – The prepayment amount that is

already deducted from the ordinary invoices posted for this order
line. The contents of this field cannot be changed.

Prepayment Percentage Priority for Order Lines

A sales or purchase order can have a prepayment percentage on the header and a
different percentage for the items on the lines. For each sales or purchase order
line, Microsoft Dynamics NAV 2013 searches for the prepayment percentage and
applies the first default that it finds in the following order.

1. The prepayment percentage for the item on the line and the
customer or vendor on the order header.
2. The prepayment percentage for the item on the line and the
customer price group for the customer.
3. The prepayment percentage for the item on the line for all customers.
4. The prepayment percentage on the sales or purchase header.
5. The prepayment percentage for the customer or vendor on the order
header.

Note: The priority order followed by Microsoft Dynamics NAV 2013 means
that the prepayment percentage that is specified on the customer or vendor only
applies if there is no prepayment percentage set up for the selected item.

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Process Prepayment Sales and Purchase Orders

When an order is created for an item, customer, or vendor that has a prepayment
rule defined, Microsoft Dynamics NAV 2013 retrieves the prepayment
requirement that is from the item, customer, or vendor card and enters it into the
order.

Create Prepayment Orders by Using Percentages

Creating prepayment orders resembles creating other sales and purchase orders.

To create a prepayment sales order, follow these steps.

1. On the Navigation Pane, click Departments.

2. Click Sales & Marketing > Order Processing > Sales Orders.
3. Click New to create a new sales order.
4. In the Sell-to Customer No. field, click the drop-down list and select
the relevant customer.
5. Click the Prepayment FastTab. Review the settings and update the
fields as needed. Make sure that the Prepayment % field is filled in.
6. In the Lines FastTab, in the Type field, click the drop-down list.
7. Select the relevant line type to add to the order.
8. In the No. field, click the drop-down list and select the relevant
number of the type selected in the Type field.
9. In the Quantity field, enter the number of items to be sold.
10. Review the prepayment fields to verify the settings. Notice that the
Prepayment % field is automatically filled in.
o When the Type field has a value of Item, the Prepayment %
field is filled according to the prepayment percentage priorities,
discussed in the previous lesson.
o When the Type field has a value of G/L Account, Fixed Asset,
Resource, or Charge (Item), the Prepayment % field is filled in
with the default prepayment percentage of the order header.
o When the Type field has a blank value, the Prepayment % field
cannot be filled in.
o Update the Prepayment % field as needed.
11. Press the down arrow to insert another line and repeat steps 7
through 10 for the new line.

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The same steps are used to create a purchase order, except:

• The purchase order is accessed by clicking Departments > Purchase

> Order Processing > Purchase Orders.
• The Buy-from Vendor No. is selected from the Vendor List.
• The Type field does not contain a Resource option.

Assign One Prepayment Percentage to All Order Lines

Although there can be different prepayment percentages for each order line, a
single prepayment percentage can be applied to the whole order. Perform this
action after each order line is completed.

To enter a single prepayment percentage that applies to all the order lines, follow
these steps.

1. Complete the sales or purchase order header and lines.

2. Click the Prepayment FastTab.
3. In the Prepayment % field, enter the prepayment percentage to be
applied to all the lines of the order.
4. You will receive a message that asks you to update the lines. Click Yes
to this message. The Prepayment % will be updated on all the lines
to match the header.

FIGURE 9.15: MESSAGE BOX – CHANGE PREPAYMENT %

Note: As soon as a number is entered into the Prepayment % field on the

header and the lines are updated, you cannot revert to the individual prepayment
percentages that existed for each line.

To return to the individual prepayment percentages, either delete and re-enter the
lines, or manually enter the Prepayment % on each line.

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Create Prepayment Orders by Using Prepayment Amounts

Instead of using prepayment percentages, you can define a prepayment amount

for the whole sales or purchase order. Prepayment amounts are set in the Sales
Order Statistics and the Purchase Order Statistics pages.

To apply a total prepayment amount to the order, follow these steps.

1. Complete the sales or purchase order header and lines.

2. On the Navigate tab, click Statistics.
3. Expand the Prepayment FastTab.
4. In the Prepmt. Amount Excl. VAT field, enter the prepayment
amount to be charged for the whole order. The amount in the
Prepayment Amount Excl. VAT field is distributed proportionately
between all the lines in the order, except those that have zero in the
Prepayment % field.
5. Click OK to close the Sales Order Statistics or Purchase Order
Statistics page.

FIGURE 9.16: SALES ORDER STATISTICS WINDOW

Note: If the Prices Including VAT check box is clear, you can edit the
Prepayment Amount Excl. VAT field.

If the Prices Including VAT check box on the order header is selected, you can edit
the Prepayment Amount Incl. VAT field.

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Process Prepayment Sales and Purchase Invoices

After you enter a sales or purchase order, you can create a prepayment invoice.
The default percentages for each sales or purchase line can be used, or the
amounts can be adjusted as necessary.

Create Prepayment Invoices

To create a prepayment invoice, follow these steps.

1. Complete the sales or purchase order header and lines.

2. On the Actions tab, click Prepayment.
3. Click (Post and) Print Prepmt. Invoice and then click Yes to
complete the process.

The posting process will have the following results:

o The posted sales or purchase invoice and corresponding entries

are created.
o On the sales or purchase order lines, the following fields are
updated:
 Prepmt Amt Inv. Excl. VAT
 Prepmt Amt to Deduct Excl. VAT
o On the sales or purchase order header, the Status field is
updated to the Pending Prepayment option.

Note: Before you post the prepayment invoice, you can generate a test report,
by clicking Prepayment on the Action tab, and then by clicking Prepayment Test
Report.

Review Prepayment Invoices

To review the created prepayment invoice, follow these steps.

1. From the sales or purchase order on the Navigate tab, click

Prepayment Invoices.

The View - Posted Sales Invoices or View – Posted Purchase Invoices page is
opened, with an automatic filter on the sales or purchase order that the
prepayment invoice is created from.

2. On the Home Tab, click View to view the prepayment invoice.

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The prepayment invoice contains:

o One or more invoice lines, depending on whether the Compress

Prepayment check box on the sales or purchase order header is
selected.
o The general ledger account, according to the general posting
groups on the sales or purchase order (Sales Prepayment
Account or Purch. Prepayment Account).
o The quantity is defaulted to one. The quantities of the sales or
purchase order lines are never copied.
o The VAT amount is calculated based on the VAT posting groups
on the prepayment invoice, and it depends on the customer or
vendor on the header and the general ledger account on the line.
3. Click Close to close the Posted Sales Invoice or Posted Purchase
Invoice page.
4. Click Close to close the View – Posted Sales Invoices or View –
Posted Purchase Invoices page.

Create Additional Prepayment Invoices

To create additional prepayment invoices for an order, follow these steps.

1. On the Home tab, click Reopen to make changes to the sales or

purchase order.
2. Increase the prepayment amount on one or more lines.
3. Adjust the document date, if this is required.
4. On the Actions tab, click Prepayment.
5. Click (Post and) Print Prepmt. Invoice and then click Yes to
complete the process.

The posting process will have the following results:

o A new posted sales or purchase invoice and corresponding

entries are created for the difference between the invoiced
prepayment amount and the new prepayment amount.
o On the sales or purchase order lines, the following fields are
updated:
 Prepayment Amount Inv. Excl. VAT
 Prepayment Amount to Deduct Excl. VAT
o On the sales or purchase order header, the Status field remains
unchanged.

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Create Final Sales and Purchase Invoices

Whether the final invoice can be created without a customer or vendor

prepayment, depends on the Check Prepmt. When Posting check box on the
Sales & Receivables Setup or Purchases & Payables Setup page. If it is
necessary, first process the prepayment, then continue with the following steps.

Note: Processing a prepayment is identical to processing a regular payment.

Make sure that you apply the open customer ledger entry to the prepayment
invoice. (This process is identical to a regular sales invoice.)

Payment procedures are described in the “Receivables and Payables Management

and Cash Management” module in this course.

To create a final invoice, follow these steps.

1. On the order line, review and if it is necessary, adjust the Qty. to Ship
or Qty. to Receive and Qty. to Invoice fields.
2. On the Actions tab, click Post.
3. Select (Ship and) Invoice or (Receive and) Invoice.
4. The posting process will have the following results:
o A posted sales or purchase invoice and corresponding entries are
created.
o On the sales or purchase order lines, the following fields are
updated:
 Prepmt Amt to Deduct Excl. VAT
 Prepmt Amt Deducted Excl. VAT

Note: In Microsoft Dynamics NAV 2013, the sales or purchase order cannot
post when there are unposted prepayment amounts (the amount in the Prepmt.
Line Amount excl. VAT field is more than the amount in the Prepmt. Inv.
Amount Excl. VAT field on one or more lines).

Review Final Invoices

To review the created final invoice, follow these steps.

1. From the sales or purchase order on the Navigate tab, click Invoices.

The View - Posted Sales Invoices or View – Posted Purchase

Invoices page is opened, with an automatic filter on the sales order
that the final invoice is created from.
2. On the Home Tab, click View to view the final invoice.

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The invoice contains:
o Invoice lines, identical to the sales or purchase order lines.
o The negative prepayment general ledger account invoice line, to
deduct the prepayment amount, based on the Prepmt Amount
to Deduct Excl. VAT field on the sales or purchase order lines.
This will result in the reversal of the prepayment amounts
previously posted to the balance sheet as assets or liabilities.
3. Click Close to close the Posted Sales Invoice or Posted Purchase
Invoice page.
4. Click Close to close the View – Posted Sales Invoices or View –
Posted Purchase Invoices page.

Demonstration: Prepayment Purchase Order Process

Scenario: CRONUS International Ltd. establishes an order with vendor 10000
London Postmaster with the following information.

• Document date 01/24/14.

• 10 pieces of item 8924-W Server – Enterprise package at 1,500.00 LCY
for each piece.
• 10 pieces of item 8920-W Server – Teamwear package at 500.00 LCY
for each piece.
• The vendor charges a 100.00 LCY delivery expense (general ledger
account 8450).
• The vendor sents a prepayment invoice (no. 2014/00215) on
01/27/14, according to the default prepayment percentages. There is
no prepayment calculated for the delivery expense.
• The goods are delivered on 30/01/14 before CRONUS has paid the
prepayment invoice.
• The final invoice (no. 2014/00246) is received on 30/01/12.

Note: To successfully perform this demonstration, the previous

demonstrations “Set Up Prepayment Percentages for Vendors” and “Set Up
Prepayment Defaults for a Vendor-Item Combination” must be completed.

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Steps: Create the Prepayment Purchase Order

To create the prepayment purchase order according to the scenario, follow these
steps.

1. On the Navigation Pane, click Departments.

2. Click Purchases > Order Processing > Purchase Order.
3. Click New to create a new purchase order.
4. Expand the General FastTab.
5. In the Buy-from Vendor No. field, enter 10000 and move to the next
field. The purchase order header is automatically filled in with default
information that is from the vendor card.
6. In the Document Date field, enter 01/24/14.
7. Unfold the Prepayment FastTab.

The Prepayment % field is automatically filled in with the default 10 percent,

according to the setup.

8. Select the Compress Prepayment check box.

9. Expand the Lines FastTab.
10. In the Type field, enter Item.
11. In the No. field, enter 8924-W.
12. In the Quantity field, enter 10.
13. In the Direct Unit Cost Excl. VAT enter 1,500.00.

The Prepayment % field is automatically filled in with the default 20 percent,

according to the setup.

14. Create a new purchase order line.

15. In the Type field, enter Item.
16. In the No. field, enter 8920-W.
17. In the Quantity field, enter 10.
18. In the Direct Unit Cost Excl. VAT enter 500.00.

The Prepayment % field is automatically filled in with the default 10 percent that
is from the order header.

19. Create a new purchase order line.

20. In the Type field, enter G/L Account.
21. In the No. field, enter 8450.
22. In the Quantity field, enter 1.
23. In the Direct Unit Cost Excl. VAT enter 100.00.

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The Prepayment % field is automatically filled in with the default 10 percent that
is from the order header.

FIGURE 9.17: PREPAYMENT PURCHASE ORDER – VENDOR 10000

Steps: Process and Review the Prepayment Purchase

Invoice

To create the prepayment invoice, follow these steps.

1. Expand the General FastTab.

2. In the Document Date and Posting Date field, enter 01/27/14.
3. In the Vendor Invoice No. enter 2014/00215.
4. Expand the Lines FastTab.
5. Select the line that contains the delivery expense.
6. Remove the 10 percent that is from the Prepayment % field.
7. On the Actions tab, click Prepayment.
8. Click Post and Print Prepmt. Invoice and then click Yes to complete
the process.
9. Expand the General FastTab.

The Status field is set to Pending Prepayment.

10. Expand the Lines FastTab.

11. Select the line for item 8924-W.

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The Prepmt Amt Inv. Excl. VAT and the Prepmt Amt to Deduct Excl. VAT are
updated with 3,000.00 LCY.

12. Select the line for item 8920-W.

The Prepmt Amt Inv. Excl. VAT and the Prepmt Amt to Deduct Excl. VAT are
updated with 500.00 LCY.

The line for general ledger account 8450 remains unchanged.

FIGURE 9.18: PREPAYMENT PURCHASE ORDER – VENDOR 10000

To review the created prepayment invoice, follow these steps.

1. From the purchase order on the Navigate tab, click Prepayment

Invoices.
2. The View – Posted Purchase Invoices page is opened, with an
automatic filter on the purchase order that the prepayment invoice is
created from.
3. On the Home Tab, click View to view the prepayment invoice.

One invoice line is created for the total prepayment amount of both item lines on
the purchase order. The Compress Prepayment check box on the purchase order
is selected.

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FIGURE 9.19: PREPAYMENT PURCHASE INVOICE WINDOW

4. Click Close to close the Posted Purchase Invoice page.
5. Click Close to close the View – Posted Purchase Invoices page.

Steps: Process and Review the Final Invoice

To create the final invoice, follow these steps.

1. Expand the General FastTab.

2. In the Document Date and Posting Date field, enter 01/30/14.
3. In the Vendor Invoice No. enter 2014/00246.
4. On the Actions tab, click Post.
5. Select Receive and Invoice.

Because the purchase order is completely processed, it no longer exists.

To review the created final invoice, follow these steps.

1. On the Navigation Pane, click Departments,

2. Click Purchases > History > Posted Purchase Invoices.
3. Select the newly created purchase invoice for London Postmaster.
4. On the Home Tab, click View.

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5. Expand the Lines FastTab.
a. An invoice line is created for the full purchase amount for each
purchase order line.
b. A negative invoice line is created, to deduct the previously
charged prepayment amount. The same general ledger account is
used as on the prepayment purchase invoice.

FIGURE 9.20: PURCHASE INVOICE WINDOW

6. Click Close to close the Posted Purchase Invoice page.

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Lab 9.2: Prepayment Sales Order Process with

Payment Discount
Scenario

Customer 10000 establishes an order with CRONUS International Ltd., but

changes the order later.

Susan, the Order Processor at CRONUS International Ltd. will first create the sales
order and the corresponding prepayment invoice. Later she will adjust the sales
order and the corresponding prepayment invoice.

Arnie, the Accounts Receivables Administrator will process the customer

prepayments and create the final invoice.

Note: To successfully perform this lab, the previous lab “Set Up Prepayments
for Sales” must be completed.

Note: Make sure that the database is set up to handle the payment discount
excluding VAT. The payment discount is discussed in the “Receivables and Payables
Management - Payment Discount and Payment Tolerance” module in this course.

Exercise 1: Create the Prepayment Sales Order and Process

and Review the Prepayment Sales Invoice
Exercise Scenario

Customer 10000 The Cannon Group Ltd., establishes the following order with
CRONUS International Ltd.

• Order Date 01/24/14.

• 10 pieces of item 1896-S for 649.40 LCY for each piece.
• 10 pieces of item 1900-S for 125.10 LCY for each piece.
• A delivery cost of 50.00 LCY (general ledger account 6810) is charged
to the customer.
• All items must be delivered together.
• The prepayment invoice is created according to the default settings,
except for the delivery charge. This does not require a prepayment.
• The prepayment invoice is created on 01/24/14 and contains one
invoice line for the total prepayment amount.
• The prepayment invoice has a payment term of 1M(8D) that will grant
a payment discount of two percent, when the amount is paid by the
customer within eight days.

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Note: To successfully perform the following detailed steps, the profile and
corresponding role center for the order processor must be assigned to your user ID.

Task 1: Create the Prepayment Sales Order and Process and Review
the Prepayment Sales Invoice

High Level Steps

1. Create the prepayment sales order according to the scenario.
2. Create the prepayment sales invoice according to the scenario.
3. Review the prepayment sales invoice.

Detailed Steps
1. Create the prepayment sales order according to the scenario.
a. On the Navigation Pane, click Home.
b. Click Sales Orders.
c. Click New to create the prepayment sales order.
d. Unfold the General FastTab.
e. Press ENTER to automatically insert a sales order number in the
No. field.
f. In the Sell-to Customer No. field enter 10000 and move to the
next field. The sales order header is automatically filled in with the
default settings that are from the customer card.
g. In the Document Date field, enter 01/24/14.
h. Expand the Shipping FastTab.
i. In the Shipping Advice field, enter Complete.
j. Click Yes.
k. Expand the Prepayment FastTab.

The Prepayment % field is automatically filled in with the default 20 percent,

according to the setup.

l. Select the Compress Prepayment check box.

m. In the Prepmt. Payment Terms Code enter 1M(8D).

The Prepayment Due Date, Prepmt. Payment Discount % and Prepmt. Pmt.
Discount Date, are automatically filled in based on the Document Date and the
Prepmt. Payment Terms Code.

n. Expand the Lines FastTab.

o. In the Type field, enter Item.
p. In the No. field, enter 1896-S.

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q. In the Quantity field, enter 10.
r. In the Unit Price Excl. VAT field, enter 649.40.

The Prepayment % field is automatically filled in with the default 10 percent,

according to the setup.

s. Create a new sales order line.

t. In the Type field, enter Item.
u. In the No. field, enter 1900-S.
v. In the Quantity field, enter 10.
w. In the Unit Price Excl. VAT field, enter 125.10.

The Prepayment % field is automatically filled in with the default 20 percent that
is from the order header.

x. Create a new sales order line.

y. In the Type field, enter G/L Account.
z. In the No. field, enter 6810.
aa. In the Quantity field, enter 1.
bb. In the Unit Price Excl. VAT field, enter 50.00

The Prepayment % field is automatically filled in with the default 20 percent that
is from the order header.

2. Create the prepayment sales invoice according to the scenario.

a. Expand the Lines FastTab.
b. Select the line that with G/L account 6810 (that contains the
delivery cost.)
c. Remove the 20 percent that is from the Prepayment % field.
d. On the Actions tab, click Prepayment.
e. Click Post and Print Prepmt. Invoice and then click Yes to
complete the process.
f. Expand the General FastTab.

The Status field is set to Pending Prepayment.

g. Expand the Lines FastTab.

h. Select the line for item 1896-S.

The Prepmt Amt Inv. Excl. VAT and the Prepmt Amt to Deduct Excl. VAT are
updated with 649.40 LCY.

i. Select the line for item 1900-S.

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The Prepmt Amt Inv. Excl. VAT and the Prepmt Amt to Deduct Excl. VAT are
updated with 250.20 LCY.

The line for general ledger account 6810 remains unchanged.

Review the prepayment sales invoice.

a. From the sales order, on the Navigate tab, click Prepayment

Invoices.

The View - Posted Sales Invoices page is opened, with an automatic filter on the
sales order that the prepayment invoice is created from.

b. On the Home tab, click View to view the prepayment invoice.

c. Expand the Lines FastTab.

One invoice line is created for the total prepayment amount of both item lines on
the purchase order. The Compress Prepayment check box on the purchase order
is selected.

d. Expand the Invoicing FastTab.

A payment discount of two percent is granted to the customer, when the

prepayment invoice is paid before 02/01/14.

e. On the Actions tab, click Navigate.

f. Select the VAT Entry and then click Show.

Notice that the VAT amount is calculated on the lowered base amount.

g. Click Close to close the VAT Entries page.

h. Click Close to close the Navigate page.
i. Click Close to close the Posted Sales Invoice page.
j. Click Close to close the View – Posted Sales Invoices page.

Exercise 2: Adjust the Prepayment Sales Order and Process

the Prepayment Sales Invoice
Exercise Scenario

Customer 10000 The Cannon Group Ltd. changes the newly created order by
adding new items to the sale. Adjust the sales order with the following
information.

• Order date 01/27/14.

• Five pieces of item 1924-W for 136.40 LCY for each piece.

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• The delivery cost remains unchanged if the previously ordered items
are delivered together with this new item.
• An additional prepayment invoice is created on 01/27/14 according
to the default settings for the prepayment of the new item.
• The prepayment invoice has a payment term of 1M(8D) that will grant
a payment discount of two percent, when the amount is paid by the
customer within eight days.

Note: To successfully perform the following detailed steps, the profile and
corresponding role center for the Order Processor must remain assigned to your
user ID.

Task 1: Adjust the Prepayment Sales Order and Process the

Prepayment Sales Invoice

High Level Steps

1. Adjust the sales order according to the scenario.
2. Create the prepayment sales invoice according to the scenario.
3. Review the prepayment sales invoice.

Detailed Steps
1. Adjust the sales order according to the scenario.
a. On the Home tab, click Reopen.
b. Expand the General FastTab. The Status field is set to Open.
c. In the Document Date and Posting Date field, enter 01/27/14.
d. Expand the Lines FastTab.
e. Create a new sales order line.
f. In the Type field, enter Item.
g. In the No. field, enter 1924-W.
h. In the Quantity field, enter 5.
i. In the Unit Price Excl. VAT field, enter 136.40.

The Prepayment % field is automatically filled in with the default 20 percent that
is from the order header.

2. Create the prepayment sales invoice according to the scenario.

a. On the Actions tab, click Prepayment.
b. Click Post Prepmt. Invoice and then click Yes to complete the
process.
c. Expand the General FastTab.

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The Status field is set to Pending Prepayment.

d. Expand the Lines FastTab.

e. Select the line for item 1924-W.

The Prepmt Amt Inv. Excl. VAT and the Prepmt Amt to Deduct Excl. VAT are
updated with 136.40 LCY.

The other lines remain unchanged.

3. Review the prepayment sales invoice.

a. From the sales order, on the Navigate tab, click Prepayment
Invoices.

The View - Posted Sales Invoices page is opened, with an automatic filter on the
sales order that the prepayment invoice is created from.

b. Select the second prepayment sales invoice.

c. On the Home tab, click View to view the prepayment invoice.
d. Unfold the Invoicing FastTab.

A payment discount of two percent is granted to the customer, when the

prepayment invoice is paid before 02/04/14.

e. On the Actions tab, click Navigate.

f. Select the VAT Entry and then click Show.

Notice that the VAT amount is calculated on the lowered base amount.

g. Click Close to close the VAT Entries page.

h. Click Close to close the Navigate page.
i. Click Close to close the Posted Sales Invoice page.
j. Click Close to close the View – Posted Sales Invoices page.
k. Click OK to close the Sales Order page.

Exercise 3: Process Customer Prepayment

Exercise Scenario

The following customer prepayments must be processed.

• On 01/30/14, customer 10000 pays the first prepayment invoice for a

total of 1,102.01 LCY. The customer has deducted the payment
discount correctly.
• On 02/06/14, customer 10000 pays the second prepayment invoice
for a total of 169.82 LCY. The customer did not deduct the payment
discount.

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 Module 9: Prepayments

Note: To successfully perform the following detailed steps, the profile and the
corresponding role center for the accounts receivable administrator must remain
assigned to your user ID.

Task 1: Process Customer Prepayment

High Level Steps

1. Process the first prepayment according to the scenario.
2. Process the second prepayment according to the scenario.

Detailed Steps
1. Process the first prepayment according to the scenario.
a. On the Navigation Pane, click Home.
b. Click Cash Receipt Journals.
c. Select the BANK cash receipt journal and then click Edit Journal
on the Home tab.
d. In the Posting Date field, enter 01/30/14.
e. In the Document Type field, enter Payment.
f. In the Account Type field, enter Customer.
g. In the Account No. field, enter 10000.
h. On the Home tab, click Apply Entries.
i. Select the open customer ledger entry for the first prepayment
invoice.
j. On the Home tab, click Set Applies-to ID.
k. Click OK to close the Apply Customer Entries page.

The Amount field is automatically filled in with the prepayment

amount excluding the payment discount, -1,102.01 LCY.
2. Process the second prepayment according to the scenario.
a. Create a new line in the cash receipt journal.
b. In the Posting Date field, enter 02/06/14.
c. In the Document Type field, enter Payment.
d. In the Account Type field, enter Customer.
e. In the Account No. field, enter 10000.
f. On the Home tab, click Apply Entries.
g. Select the open customer ledger entry for the second
prepayment invoice.
h. On the Home tab, click Set Applies-to ID.
i. Click OK to close the Apply Customer Entries page.

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The Amount field is automatically filled in with the prepayment
amount excluding the payment discount, -170.50 LCY.
j. On the Home tab, click Post.
k. Click Yes to complete the posting process.
l. Click OK.
m. Click OK to close the Edit - Cash Receipt Journal page.

Exercise 4: Process and Review Final Invoice

Exercise Scenario

On 02/07/14 all the items are delivered to the customer and the final invoice is
created.

Note: To successfully perform the following detailed steps, the profile and
corresponding role center for the accounts receivable administrator must remain
assigned to your user ID.

Task 1: Process and Review Final Invoice

High Level Steps

1. Create the final invoice according to the scenario.
2. Review the final invoice.

Detailed Steps
1. Create the final invoice according to the scenario.
a. On the Navigation Pane, click Home.
b. Click Sales Orders.
c. Select the prepayment sales order for customer 10000 and then
click Edit.
d. Expand the General FastTab.
e. In the Document Date and Posting Date field, enter 02/07/14.
f. On the Home tab, click Post.
g. Select Ship and Invoice and then click OK.

Because the sales order is completely processed, it no longer exists.

2. Review the final invoice.

a. On the Navigation Pane, click Posted Documents.
b. Click Posted Sales Invoices.
c. Select the newly created sales invoice for customer 10000.
d. On the Home tab, click View.
e. Expand the Lines FastTab.

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 Module 9: Prepayments
An invoice line is created for the full sales amount for each sales order line.

One negative invoice line is created, to deduct the previously charged

prepayment amount. The same general ledger account for the prepayment sales
invoices is used.

Lab 9.3: Prepayment Sales Order Process with

Unrealized VAT
Scenario

Customer 10000 establishes an order with CRONUS International Ltd.

Susan, the Order Processor at CRONUS International Ltd. will first create the sales
order and the corresponding prepayment invoice that the unrealized VAT will be
calculated for.

Arnie, the Accounts Receivables Administrator will create the final invoice, before
the prepayment is received.

Note: Before you start with the actual prepayment process, the first exercise
asks you to review the setup for unrealized prepayments. Make sure that you
complete this first!

Exercise 1: Verify Unrealized VAT Setup

Task 1: Verify Unrealized VAT Setup

High Level Steps

1. Verify the General Ledger Setup.
2. Verify VAT Posting Groups.

Detailed Steps
1. Verify the General Ledger Setup.
a. In the Navigation Pane, click Departments.
b. Click Administration, and then click Application Setup.
c. On the Application Setup page, click Financial Management >
Finance > General Ledger Setup.
d. Expand the General FastTab.
e. Select the Unrealized VAT and Prepayment Unrealized VAT
check boxes.
f. Click OK to close the General Ledger Setup page.

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2. Verify VAT Posting Groups.
a. In the Navigation Pane, click Departments.
b. Click Administration, and then click Application Setup.
c. On the Application Setup page, click Financial Management >
VAT Posting Group > VAT Posting Setup.
d. Select the VAT posting group combination NATIONAL-VAT25
and then click Edit.
e. Expand the General FastTab.
f. In the Unrealized VAT Type field, enter Last.
g. Expand the Sales FastTab.
h. In the Sales VAT Unreal. Account field, enter 5780.

Detailed Steps: This is not the correct VAT account, and a separate
unrealized VAT account should be created. However, for the demonstration you will
use the 5780 account.

i. Click OK to close the VAT Posting Setup Card page.

j. Click Close to close the VAT Posting Setup page.

Exercise 2: Create the Prepayment Sales Order and Process

and Review the Prepayment Sales Invoice
Exercise Scenario

Customer 10000 The Cannon Group Ltd., establishes the following order with
CRONUS International Ltd.

• Order date 01/24/14.

• 10 pieces of item 1896-S – 649.40 LCY for each piece.
• The prepayment invoice is created on 01/24/14, according to the
default settings.
• The order and prepayment invoice have a payment term of CM.

Task 1: Create the Prepayment Sales Order and Process and Review
the Prepayment Sales Invoice

High Level Steps

1. Create the prepayment sales order according to the scenario.
2. Create the prepayment sales invoice.
3. Review the prepayment sales invoice.

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Detailed Steps
1. Create the prepayment sales order according to the scenario.
a. On the Navigation Pane, click Home.
b. Click Sales Orders.
c. Click New to create the prepayment sales order.
d. Expand the General FastTab.
e. Press ENTER to automatically insert a sales order number in the
No. field.
f. In the Sell-to Customer No. field, enter 10000 and move to the
next field. The sales order header is automatically filled in with the
default settings that are from the customer card.
g. In the Document Date field, enter 01/24/14.
h. Expand the Invoicing FastTab.
i. In the Payment Terms Code field, enter CM.
j. Expand the Prepayment FastTab.

The Prepayment % field is automatically filled in with the default 20 percent,

according to the setup.

k. In the Prepmt. Payment Terms Code, enter CM.

l. Expand the Lines FastTab.
m. In the Type field, enter Item.
n. In the No. field, enter 1896-S.
o In the Quantity field, enter 10.
o. In the Unit Price Excl. VAT field, enter 649.40.

The Prepayment % field is automatically filled in with the default 10 percent,

according to the setup.

2. Create the prepayment sales invoice.

a. On the Actions tab, click Prepayment.
b. Click Print Prepmt. Invoice and then click Yes to complete the
process.
c. Expand the General FastTab.

The Status field is set to Pending Prepayment.

d. Expand the Lines FastTab.

e. Select the line for item 1896-S.

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The Prepmt Amt Inv. Excl. VAT and the Prepmt Amt to Deduct Excl. VAT are
updated with 649.40 LCY.

3. Review the prepayment sales invoice.

a. From the sales order, on the Navigate tab, click Prepayment
Invoices.

The View - Posted Sales Invoices page is opened, with an automatic filter on the
sales order that the prepayment invoice is created from.

b. Select the prepayment sales invoice.

c. On the Home Tab, click View to view the prepayment invoice.
d. On the Actions tab, click Navigate.
e. Select the G/L entries and then click Show.

Notice that the unrealized VAT account is used.

f. Click Close to close the General Ledger Entries page.

g. Click Close to close the Navigate page.
h. Click Close to close the Posted Sales Invoice page.
i. Click Close to close the View – Posted Sales Invoices page.

Exercise 3: Process and Review the Final Invoice

Exercise Scenario

On 01/30/14, the order is shipped and invoiced to the customer. The prepayment
is not yet received. Review the postings for the unrealized VAT amount.

Task 1: Process and Review the Final Invoice

High Level Steps

1. Create the final invoice according to the scenario.
2. Review the final invoice.

Detailed Steps
1. Create the final invoice according to the scenario.
a. On the Navigation Pane, click Home.
b. Click Sales Orders.
c. Select the prepayment sales order for customer 10000 and then
click Edit.
d. Expand the General FastTab.
e. In the Document Date and Posting Date field, enter 01/30/14.
f. On the Home tab, click Post.
g. Select Ship and Invoice and then click OK.

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 Module 9: Prepayments
Because the sales order is completely processed, it no longer exists.

2. Review the final invoice.

a. On the Navigation Pane, click Posted Documents.
b. Click Posted Sales Invoices.
c. Select the newly created sales invoice for customer 10000.
d. On the Home tab, click View.
e. Expand the Lines FastTab.

An invoice line is created for the full sales amount for each sales order line.

One negative invoice line is created, to deduct the previously charged

prepayment amount. The same general ledger account for the prepayment sales
invoices is used.

f. On the Actions tab, click Navigate.

g. Select the general ledger entries and then click Show.

Again the unrealized VAT account is used for the negative prepayment invoice
line.

The posting of the unrealized to the realized VAT account will be processed at the
time of payment.

Correct Prepayments
After you post a prepayment invoice, you can process corrections or updates by
adding new lines to the order and by posting another prepayment invoice. Lines
cannot be deleted from an order when a prepayment is invoiced for the line.

You can correct a prepayment by using any of following options.

• Refund all invoiced prepayments for an order

• Reduce the quantity on sales or purchase lines
• Add new lines to an order after issuing a prepayment
• Increase the prepayment amount

Credit all Invoiced Prepayments for an Order

To credit all invoiced prepayments for an order, follow these steps.

1. On the order, on the Actions tab, click Prepayment, and then click
Post Prepayment Credit Memo.
2. If it is required, re-create the correct entries.

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Note: When you create the prepayment credit memo, all prepayment invoices
will be credited. You cannot credit just one prepayment invoice.

Reduce the Quantity on Sales or Purchase Lines

To reduce the quantity on a sales or purchase line, follow these steps.

1. Increase the Prepayment % on the line so that the Prepmt. Line

Amount is not less than the amount in the Prepmt. Amt. Inv. field.
2. Reduce the amount in the Line Amount field.

Add New Lines to an Order after Issuing a Prepayment

To add new lines to an order after issuing a prepayment, follow these steps.

1. Add the additional lines to the order.

2. On the Actions tab, click Prepayment, and then click Post
Prepayment Invoice.

A prepayment invoice is created for the new line.

Increase the Prepayment Amount

To increase the prepayment amount, follow these steps.

1. Increase the Prepayment % on one or more lines.

2. On the Actions tab, click Prepayment, and then click Post
Prepayment Invoice.

A new invoice is created for the difference between the prepayment amount
invoiced to this point and the new prepayment amount.

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 Module 9: Prepayments

Module Review
Module Review and Takeaways

Prepayments are used in sales or purchases. You can use prepayments to charge
either a percentage of the total order or a specific amount before the items are
shipped to customers. Companies can also use prepayments to record
prepayments to vendors.

The Prepayments functionality in Microsoft Dynamics NAV 2013 assists in the

following:

• Invoicing and collecting prepayments that are required from

customers or remitting deposits to vendors.
• Posting and tracking prepayment amounts to specific accounts.
• Accurately creating invoices that reflect the total order amount minus
any prepayments.

You can create several prepayment invoices for one order. You can also post
prepayment credit memos, for example when an order is cancelled.

Test Your Knowledge

Test your knowledge with the following questions.

1. What status is used when an order has one or more lines with a prepayment
amount, and a prepayment invoice has not been posted?

( ) Open

( ) Pending Prepayment

( ) Prepayment Awaiting

( ) Pending Approval

2. Which of the following methods cannot be used to correct prepayment

invoices?

( ) Delete invoiced prepayment lines from the order.

( ) Increase the prepayment amount.

( ) Reduce the quantity on sales and purchase lines.

( ) Add new lines to an order after issuing a prepayment.

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3. Which of the following statements is incorrect?

To recognize prepayment ownership, Microsoft Dynamics NAV 2013 must be

set up to perform which of the following? (Select all that apply.)

( ) To recognize prepayment ownership, Microsoft Dynamics NAV 2013

must be set up to record purchase prepayments in an asset account
until the items are received.

( ) A default prepayment percentage can be set up for vendors, item-

vendor combinations and item-vendor price group combinations.

( ) To recognize prepayment ownership, Microsoft Dynamics NAV 2013

must be set up to record sales prepayments in a liability account until
the items are shipped.

( ) Default prepayment percentages can be set up for customers, item-

customer combinations, and item-customer price group
combinations.

4. Microsoft Dynamics NAV 2013 searches items, customers, vendors, and price
groups for default prepayment percentages when an order is created. Which
of the following statements is incorrect?

( ) First, Microsoft Dynamics NAV 2013 searches for a prepayment

percentage for the item on the line and then the customer or vendor
on the order header.

( ) Second, Microsoft Dynamics NAV 2103 searches for a prepayment

percentage for the item on the line and then the customer price
group for the customer.

( ) Third, Microsoft Dynamics NAV 2013 searches for a prepayment

percentage for the item on the line for all customers.

( ) Fourth, Microsoft Dynamics NAV 2013 searches for a prepayment

percentage for the customer or the vendor on the order header.

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Test Your Knowledge Solutions

Module Review and Takeaways

1. What status is used when an order has one or more lines with a prepayment
amount, and a prepayment invoice has not been posted?

(√) Open

( ) Pending Prepayment

( ) Prepayment Awaiting

( ) Pending Approval

2. Which of the following methods cannot be used to correct prepayment

invoices?

(√) Delete invoiced prepayment lines from the order.

( ) Increase the prepayment amount.

( ) Reduce the quantity on sales and purchase lines.

( ) Add new lines to an order after issuing a prepayment.

3. Which of the following statements is incorrect?

To recognize prepayment ownership, Microsoft Dynamics NAV 2013 must be

set up to perform which of the following? (Select all that apply.)

( ) To recognize prepayment ownership, Microsoft Dynamics NAV 2013

must be set up to record purchase prepayments in an asset account
until the items are received.

(√) A default prepayment percentage can be set up for vendors, item-

vendor combinations and item-vendor price group combinations.

( ) To recognize prepayment ownership, Microsoft Dynamics NAV 2013

must be set up to record sales prepayments in a liability account until
the items are shipped.

( ) Default prepayment percentages can be set up for customers, item-

customer combinations, and item-customer price group
combinations.

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Finance Essentials in Microsoft Dynamics® NAV 2013
4. Microsoft Dynamics NAV 2013 searches items, customers, vendors, and price
groups for default prepayment percentages when an order is created. Which
of the following statements is incorrect?

( ) First, Microsoft Dynamics NAV 2013 searches for a prepayment

percentage for the item on the line and then the customer or vendor
on the order header.

( ) Second, Microsoft Dynamics NAV 2103 searches for a prepayment

percentage for the item on the line and then the customer price
group for the customer.

( ) Third, Microsoft Dynamics NAV 2013 searches for a prepayment

percentage for the item on the line for all customers.

(√) Fourth, Microsoft Dynamics NAV 2013 searches for a prepayment

percentage for the customer or the vendor on the order header.

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