Overview

Where equipment is being booked months in advance (such as event hire) you can create an invoice from the unconfirmed contract for an initial deposit (payable at the time of order), and then later create a second invoice for the final balance payment (payable a month before the hire date).  

These invoices will contain a single chargeable line for each applicable tax code on the invoice that totals all of the hire & sales items on the invoice linked to those specific tax codes, plus an additional descriptive line containing the contract number and deposit percentage.  The invoices are raised in advance prior to the contract being confirmed, and a user alert is available to list those upcoming contracts that require the balance invoice to be raised.

Configuration

To turn the feature on, tick the ‘Raise Deposit/Balance Invoices?’ option on the ‘Options(2) tab of Syrinx Configuration\System Options\Contract Entry.

Contract Entry – Deposit Invoice

With the option enabled, the Invoice tab of the ‘Enter Hire Contract’ screen lets you specify the percentage deposit required, and then raise the deposit invoice:

The ‘Raise Deposit Invoice’ button creates and opens an advice note linked to this contract that charges the given percentage of the total hire cost.  The invoice can then be printed, and the advice note confirmed, in the normal manner:

User Alert

An 'Unconfirmed Contracts in next X days requiring balance invoice' user alert monitors those unconfirmed hire contracts whose start date is within the given number of days, and that have had a deposit invoice created, and where the balance invoice has not been raised and confirmed.

Pressing the button opens the ‘Query Hire Contract’ screen for those contracts, and from there you can press the ‘Amend’ button to open the ‘Enter Hire Contract’ screen for the selected contract.

Contract Entry – Balance Invoice

The ‘Raise Balance Invoice’ button on the Invoice tab of the ‘Enter Hire Contract’ screen can then be used to create and open an advice note linked to this contract that charges the total hire cost minus the amount charged on the deposit invoice.  The invoice can then be printed, and the advice note confirmed, in the normal manner:

Note you cannot confirm the contract until the balance invoice has been raised & confirmed:

Off Hire

When off hiring the contract, any additional charges will be invoiced on the final invoice raised for the contract.