Prepayments are fixed defined amounts/quantities which you charge your Customer in full and from which they can then call.
To enter a new Prepayment, create a new Contract line and enter the No. as well as the quantity and price.
Since a Prepayment is invoiced once and not continuously, the billing type must be removed in Prepayment lines. A Contract line of the Prepayment type therefore also has no Payment Plan.
Check the Prepayment box and define the Prepayment type.
Prepayment Type
Description
Quantity
It is called from a defined quantity, regardless of the amount that is consumed
Amount
It is called off from a defined amount, regardless of the actual amount called off
You can also define whether Business Central allows overbooking of the defined quantity or amount by enabling or disabling Overbooking Not Allowed. Before you can activate a Contract with a contingency line, you must link the Contract or Contract line to a Job.
Invoicing Prepayments
Prepayment invoices are usually issued at the beginning of the Contract.
To create a Prepayment invoice, select the desired Contract line. Click on Line > Prepayment > Invoice Prepayment. An unposted invoice will be created which you can access and post via Line > Prepayment > Sales Invoice/Credit Memos....
In the Prepayment area in the info box, you can see if and what has been invoiced from your Prepayment.
Retrieve Prepayment in Contract
The actual consumed values can be entered either manually, or via Excel import.
To enter the consumptions manually, select the desired Contract line and click Line > Prepayments > Use Prepayment. Then enter the consumption date and the quantity or value consumed.
In the Prepayment area in the info box, you can see the retrieved values.
If you have activated Overbooking not Allowed, the system checks that the quantity to be called off does not exceed the remaining quantity and issues an error message if necessary.
Retrieve Prepayment via Excel import
To be able to enter consumptions via Excel, you must create the associated data exchange definition.
To do this, run the associated Create Default Data Exchange Definition action for Prepayments in the NCRC Recurring Contracts setup.
A data exchange definition is then created in which it is defined how the Excel file must be structured for the import.
Based on the default setup, the import file must be structured as follows:
Contract ID
Description 2
Quantity
C.23-000019_10000
additional description
1
The Contract ID consists of Contract number_line number
additional import-specific description
quantity retrieved
Seperator: Semicolon
Headline: Yes
Invoke the Import Contract lines from Data Exchange Definition function.
Select the data exchange definition CONTRACT COST (= default data exchange definition)
Select the posting type Consumption Based.
Select the posting date for the line items.
Activate reverse signs to create negative items. This can be used to reverse items that have already been imported and posted.
Click OK and import the .csv file.
If you have activated Overbooking not Allowed, the system checks that the quantity to be called off does not exceed the remaining quantity and issues an error message if necessary.
