Worflow for serialized fixed asset purchase wtih deposit

ERPNext Buying
1

Dear all,
I’m a bit at a loss with the worflow of a fixed asset purchase.
Situation.
I want to buy machinery.

I order machinery (purchase request?)
I receive invoice (record invoice?)
I pay first deposit (pay against payable)
I pay second & final deposit (pay against payable?)
Machinery is sent from abroad
Other transport costs + duty to enter country: other invoices for same machinery from transporter + clearing agent.
I receive machinery (Purchase receipt)

How to link the deposits with the machinery (Item) with the Purchase Receipt.
Do I create first a purchase request that I link to the purchase

Thanks for the guidance.

2

Hello Francois,

Transactions will be made in following sequence.

I order machinery - Purchase Order
I receive invoice - Purchase Invoice (against Purchase Order)
I pay first deposit - Journal Voucher (payment against Purchase Invoice)
I pay second & final deposit - Journal Voucher (payment against Purchase Invoice)
Machinery is sent from abroad
Other transport costs + duty to enter country: other invoices for same machinery from transporter + clearing agent.
I receive machinery - Purchase receipt (Against Purchase Order)

Deposits/Payments will be managed via Purchase Invoice, and not Purchase Receipt or Order.

The valuation of item will be determined based on item price + taxes + other charges (duty + clearing + agent etc.) entered in the Purchase Receipt.

https://erpnext.com/kb/accounts/what-is-the-differences-of-total-and-valuation-in-tax-and-charges

Hope this answers your query.

1 Like
3

Hello Francois,

Transactions will be made in following sequence.

I order machinery - Purchase Order
I receive invoice - Purchase Invoice (against Purchase Order)
I pay first deposit - Journal Voucher (payment against Purchase Invoice)
I pay second & final deposit - Journal Voucher (payment against Purchase Invoice)
Machinery is sent from abroad
Other transport costs + duty to enter country: other invoices for same machinery from transporter + clearing agent.
I receive machinery - Purchase receipt (Against Purchase Order)

Deposits/Payments will be managed via Purchase Invoice, and not Purchase Receipt or Order.

The valuation of item will be determined based on item price + taxes + other charges (duty + clearing + agent etc.) entered in the Purchase Receipt.

https://erpnext.com/kb/accounts/what-is-the-differences-of-total-and-valuation-in-tax-and-charges

Hope this answers your query.

4

Thanks a lot.
i’‘ll try that and i’'ll be happy after to make a small article for your
erpnext knowledge base about it.
let me know.
best
françois

5

Thanks Umair,
If I pay a first deposit before the invoice is even made, I can then make a journal voucher (payment against Purchase Order) … is this correct? (using as debit account, the payable of the supplier)
Thanks.