The following article describes how to proceed in Flexi when you have a proforma invoice covering part of the final amount, for which a final invoice will be issued.
Creating a proforma invoice
First, we create a proforma invoice using the standard procedure. A proforma invoice is not a tax or accounting document, so it is advisable to have the document type configured accordingly. By default, the document type in Flexi is "Advance". For more information on working with document types, please refer to this video tutorial.
The amount for the proforma invoice is entered in the document header. It is worth noting that since this is a proforma invoice, no posting template or posting accounts will be filled in, and the document has no impact on the control statement. The remaining fields are completed in the same way as for other documents.
Matching with a bank payment
The proforma invoice is then matched with the incoming payment in the Bank module. Based on the payment of the proforma invoice, it is possible to create an advance tax document.
Creating the final invoice and deducting the advance
In the next step, the final invoice is issued. This invoice must meet all the requirements of a tax document, and the selected document type should reflect this. The amount will be the full total. The advance payment — i.e., the partial payment — therefore needs to be deducted. It is also possible to deduct an advance that has not yet been paid. In that case, however, this option must be enabled in the company settings.
In the final invoice, enter the amount via line items (using the Add button), or select a specific price list item being invoiced. On the toolbar below the line items, clicking the arrow next to the "Add" button will also display the "Advance deduction/ATD" option (see screenshot). The same action can also be performed via the "Services" button in the top toolbar of the document.
After selecting this option, Flexi will prompt you to choose the document (advance/ATD) to be deducted from the final invoice and will also ask for the deduction amount. Save the invoice once done.
Settling the final invoice
The final invoice remains unpaid, but the outstanding amount has already been reduced by the advance payment made (see screenshot).
All that remains is to match the remaining payment (or payments) in the bank with the final invoice.
In practice, the reverse situation may also occur, where a single proforma invoice covers two final invoices. For this scenario, please refer to this documentation.