Partial advance payments and supplier invoice reconciliation

[a_afzal]

1. I make an advance payment to a supplier without a PO/Invoice (e.g., Rs. 200,000). I record this via account.statement (correct me if I should pay direct/advance payment with invoice from somewhere else).
2. The items arrive, and we generate/post the full Supplier Invoice (e.g., Rs. 500,000).
3. I want to pay the remaining balance (Rs. 300,000) and link everything together.

Issue:
When navigating to Reconcile wizard to link the 500k invoice and the 200k advance, Tryton requires a Write-Off for the remaining 300k gap, as core reconciliation strictly enforces a zero balance.

Is the recommended core workflow to always record the final 300k bank statement first, and then reconcile all three lines (Invoice + Advance + Final Payment) simultaneously so they net to zero?

Alternatively, for partial payments directly from the invoice UI, is it standard practice to always install the account_payment module, or is there a streamlined way to handle this purely within the core account_statement and account modules?

Thanks in advance for the guidance!

[ced (Cédric Krier)]

@a_afzal

1. I make an advance payment to a supplier without a PO/Invoice

This is a strange practice because you have no registration of the purpose of this payment.

@a_afzal

2. The items arrive, and we generate/post the full Supplier Invoice

The supplier invoice does not acknowledge the advance payment?
This is strange.

@a_afzal

When navigating to Reconcile wizard to link the 500k invoice and the 200k advance, Tryton requires a Write-Off for the remaining 300k gap, as core reconciliation strictly enforces a zero balance.

Reconcile the three lines together.

[a_afzal]

@ced

The supplier invoice does not acknowledge the advance payment?

I paid the initial amount via statements, is this correct?
But while creating the invoice, it didn’t incorporated the previous payments.

@ced

Reconcile the three lines together.

When I try to reconcile all the three, it required write off for 300k
What should I do here?

[ced (Cédric Krier)]

@a_afzal

I paid the initial amount via statements, is this correct?

I do not understand this sentence.

@a_afzal

When I try to reconcile all the three, it required write off for 300k

Of course you have one invoice for 500,000 and 2 payment line of 100,000 so you did not pay the total of the invoice.

[a_afzal]

@ced

I do not understand this sentence.

I made advance payments to supplier without any PO/invoice, so thisnwas done using account_statememt module.

[a_afzal]

@ced

Of course you have one invoice for 500,000 and 2 payment line of 100,000 so you did not pay the total of the invoice.

so now, what is the correct way of doing this?

[ced (Cédric Krier)]

@a_afzal

I made advance payments to supplier without any PO/invoice, so thisnwas done using account_statememt module.

I do not understand how this is possible.
The account statement is to book what the bank has done, it can not generate payments.

@a_afzal

so now, what is the correct way of doing this?

I can not tell because I do not understand what you did.

[a_afzal]

Okay, so I’m re iterating the whole scenario then may be you can guide for a specific purchasing scenario in the Financial module.
​My Use Case:
​I need to make an advance direct payment to a supplier via bank transfer (e.g., Rs. 200k) before a Purchase Order or Invoice exists in the system.
​Later, the items arrive, the final amount is confirmed (e.g., total Rs. 500k), and a Supplier Invoice is generated for the full amount.
​I need the system to link the previous advance payments to this new invoice so that the invoice’s “Amount Due” deducts the advance and only asks for the remaining balance (e.g., Rs. 300k).
​Finally, I will pay that remaining balance.

[ced (Cédric Krier)]

@a_afzal

​I need to make an advance direct payment to a supplier via bank transfer (e.g., Rs. 200k) before a Purchase Order or Invoice exists in the system.

The screenshot does not show that. You have pay twice 100k.

@a_afzal

I need the system to link the previous advance payments to this new invoice

But as there is no document for the advance payment, the system can not make any relation.
This is a bad practice to accept to send money without any “official contract”.
So in this case you have to manage that by hand.

@a_afzal

​Finally, I will pay that remaining balance.

Make this final payment and then reconcile everything.
You can not expect the system to understand that random payment made without any information being linked to another random invoice.

The correct way is:

• the supplier sent a proforma for the advance payment
• the company book this proforma and make a payment
• the supplier sent the invoice with deduction of the advance payment
• the company book this invoice with the deduction line and make a payment

[ced (Cédric Krier)]

@a_afzal

​I need the system to link the previous advance payments to this new invoice

A possibility is once the invoice is posted to add the advance payment lines as “Payment Lines” on the invoice.
It will not deduce this amount from the line to pay but it will help to make the reconciliation for the invoice.

[a_afzal]

@ced

• the supplier sent a proforma for the advance payment
• the company book this proforma and make a payment
• the supplier sent the invoice with deduction of the advance payment
• the company book this invoice with the deduction line and make a payment

for this, I will be using the account_deposit module, and then use recall deposit option while creating the supplier invoice for the goods to be received. right?

if not, then kindly correct me by explaining the modules and process in a bit detail.

[ced (Cédric Krier)]

@a_afzal

for this, I will be using the account_deposit module, and then use recall deposit option while creating the supplier invoice for the goods to be received. right?

Yes if the supplier follows this scenario.