Invoicing and receipts
Recording a customer advance
Accurately recording advance payments from clients is essential for maintaining your financial books and ensuring tax compliance. This guide provides a step-by-step approach to managing advance payments in Wafeq, covering everything from creating customer advances to applying them to future invoices.
Additionally, we explore handling tax implications and bank fees, offering a complete overview to ensure your accounting practices are thorough, efficient, and compliant with tax regulations. Follow these detailed instructions to streamline your advance payment processes.
Note
When you create a customer advance, Wafeq will automatically create a credit note for the customer which you will be able to apply on future customer invoices.
Step-by-step instructions
- On the left side menu, go to
Customer payments
. - Click on
Create payment
, then chooseInvoices payment / advance
. - Select your
Customer
in the dropdown. - In the
Paid through
dropdown, select the bank account where you received the payment. The payment currency will automatically be selected as the bank account's currency. - In the
Amount paid
, enter the amount you received from your customer in your bank account. - Select the
date
you received the payment. - In
Payment type
, selectAdvance payment
. - Click
Save
.
Here's an example of a customer advance:
Applying the advance to a customer invoice
When you create a customer advance from a payment, Wafeq will automatically create a Credit Note for the customer. You can find the credit note by going to Credit notes
in the left side menu.
You can then apply the credit note to an invoice.
Crediting the customer in a specific currency
You can only apply credit notes to invoices that have the same currency as the credit note.
When creating the payment advance, you can change the amount to credit currency so that you can apply the credit note to an invoice of the same currency.
Here's an example of a credit note created from a customer advance:
Recording Advance Payments with Tax Considerations
Step 1: Create a Customer Prepayments Account
Establish a liabilities
account named Customer Prepayments
to track received prepayments.
Step 2: Issue a Cash Invoice for the Advance Payment
- Generate a cash invoice for the advance payment, specifying the
Customer Prepayments
account. - Choose the correct tax rate and determine if the tax is inclusive or exclusive.
Step 3: Finalize the Invoice
When finalizing the sale:
- Include all sale items on the invoice.
- Add a negative line item for the advance payment, naming it
Prepayment / Advance Payment
and refer to the initial invoice number. - Adjust the tax amount based on the initial cash invoice and assign it to the
Customer Prepayments
account.
Ensure consistency in tax models between the advance payment and the final invoice.
Managing Bank Fees
- For bank fees included in the payment, adjust during reconciliation by booking the difference to a
Bank Fees
account. - If fees are separate, record them via a manual journal entry or directly in the bank transactions page, categorizing them under
Bank Fees
account.