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Thank you, apmuthu for your enthusiasm and willingness to help. Your explanation of Tag functionality is very clear. Unfortunately it is not obvious to me how your post is relevant to the original question. You are probably lucky that your clients send advance payment (step 2 in your sequence) without any invoice. But as I asked in original post

If you don't mind explaining how your sequence (that doesn't have invoice before delivery) address this question, I would greatly appreciate. And if it's impossible, and prepayment type is for future down payment functionality (coming in 2.4) - that's fine as well.

Thanks, apmuthu for your reply. It may be obvious for an expert in FrontAccounting - but for a new FA administrator, could you please elaborate. I can't find anything that resembles advance payment in the application or in the documentation. How would I enter advance payment in the system?

Probably, once I understand the advanced payment functionality, "make invoice on account (credit type)" will be obvious as well - but at this time I have no idea what you are referring to.

Sorry for being so dense... Hopefully, your answers will help other people as well

Interesting, I am struggling with what seems to be a very similar task as OP for professional services (consulting) context. Say, the project is $1M (I wish, but hey - men can dream ). And there is a payment schedule - maybe $100K at signing, $250K two months later, etc. So, I would like to send invoices and receive payments (including, of course, GL transactions, account balances, etc) along the way.

Is it possible out of the box? or with some modifications?

Or I completely misunderstood OP and it's a different situation?

Thank you. That was amazingly quick! On a related note, pdf_report says

 // leave layout files names without path to enable including
// modified versions from company/x/reporting directory
include("includes/doctext.inc");
include("includes/header2.inc");

however, include_path doesn't include company subdirectory, and therefore only stock doctext gets included. Is it a setting that I can specify to override core files without modifying them?

Thanks

Interestingly, we tried yet another accounting system (PhreeBooks), and it works in the same way as WebERP and FA. Namely, you can only enter invoice after you received the goods.

In all other aspects we liked FA much better than the others. In fact, we ran into a few very pleasant surprises (the final was that there is a configuration option to see both Codes and Short Descriptions in the item drop-down lists). Also, the quality of documentation (including clear English) and the speed of responses exceeded all expectations.

Thank you guys - you are the best!

Joe,
I've actually spent several hours with the accountant and I am channeling her frustrations. OK, let's try again.

No questions and no disagreement there.

Duly noted.

Both these points are indisputably correct, but unrelated to my question. Let me ask the question this way:

1. Is it possible to put a payment in the system before receiving goods that will be tied to purchase order?
2. Is it possible to set up the system, so that it - before receiving goods - prevents the user from making the second payment for the same purchase order?
3. Is it possible to enter an invoice for the purchase order before receiving goods.

All three are simple yes/no questions.

Personally, as a developer with 20+ years of experience, I love the system. It's written in a well-thought way; easy to debug, and probably easy to enhance. But if the accountant says that she needs this functionality, and I can't show her how to do it - then for us it's like functionality doesn't exist. And all my admiration with code doesn't mean much.

Thank you... I was right in the middle of debugging this. I wish I could say that I was very close to resolving it myself - but that probably wouldn't be true

joe,

For clarity, let's say I create a PO on July 1st for $250. I get the invoice on July 3rd for $300 ($250 + $50 shipping). I pay right away (on the 3rd), and receive the goods on the 20th. So, while your sequence has goods arrive as #3, and invoice arrive as #4 - in our business invoice arrives several weeks before goods. Similar to how we as consumer purchase online: we pay Amazon at the time of the order; not after we receive the shipment.

Therefore, I have two problems with this workflow (and that's before I get my head around allocations, which will probably never happen). Probably, I misunderstand something.

First, when I receive the invoice and make the payment. There is no correlation of the payment to the purchase order. What happens if the vendor sends another invoice on the 5th? There is nothing in the system that will hint me that I already paid for this PO.

Second, when the goods arrive there is always a reference to my PO since PO lists line items. If some items are on back order, those line items are marked as such. There may or may not be a reference to vendor invoice (more likely not). If I have 40-50 invoices that are not in the system (because the goods have not arrived yet) - how can I pick one to match the shipment? The only way is to open each invoice from that vendor (ok, from specific vendor there may be 5-10), and see which one applies to the PO that is on the shipping memo.

Is there no support for the workflow that I described? In our business 80 per cent of our purchases happen that way. And 100 per cent of our sales, including sales to businesses. There got to be some way to implement it...

Hmm... you are right. I could swear I didn't see the vendor description in the PDF yesterday