Updating the partial final invoice
Definition according to §16 para. 4 VOB/B:
“Self-contained parts of the service can be conclusively determined and paid for after partial acceptance, regardless of the completion of the remaining services.”
Changes in new partial final invoice:
-
Account closure of the service range up to the point of the partial final invoice
-
Fixing the previous service level and the corresponding sales tax rate
-
Dissolution of the previously drawn security retainage on individual or instalment invoices (analogous to a final invoice)
-
Fixing of the warranty or security retainage drawn on the partial final invoice (no further invoicing via subsequent invoices)
-
Consecutive numbering of subsequent invoices after partial final invoice
(example: 1st AR > T-SR > 2nd AR > 3rd AR > SR) -
New payroll area for the increase in services after partial final accounting and thus a new basis for the further calculation of deductions, levies and insurance.
-
Indication of the ‘partially calculated’ service status on the invoice cover sheet and in the invoice workflow test steps
-
When the final invoice is approved, the service area is invoiced after partial final invoicing and the contract is finally invoiced in full.
Limitations:
No support for step by step orders
Partial final invoicing is not currently supported for multipart contracts, as it is not currently possible to assign invoices to individual stages. ‘Partial final invoicing’ of individual stages of a contract is made possible by creating separate contracts for each stage.
Proportionate partial final invoice
The partial final invoice always refers to the entire service status (i.e. all released invoices) up to the point in time of the partial final invoice. It is not possible to allocate a portion of previous invoices to the partial final invoice.
Multiple partial invoices per contract
You can create one partial final invoice per Contract. Multiple partial final invoices per contract are not possible.
The detailed process for dealing with partial final invoices:
1.Review of the contractual terms for partial final invoicing:
You can either make a warranty or a security retention in the partial final invoice, which you define in the contract terms. You can only select one of the two deductions for partial final invoices here.
This retention is fixed and will not be charged with the subsequent invoices.
Note:
The security retainage on the partial final invoice may differ from the security retainage on instalment invoices due to the individual entries in the order conditions.
2.Creating and releasing the partial final invoice
Once the partial final invoice has been released, the order status changes accordingly to ‘Partially final invoiced’. The previous performance status, including the corresponding tax rate, is fixed with the partial final invoice.
Treatment of retentions
Security retainage before partial final invoice:
As with a final invoice, the security retainage on previous individual or instalment invoices is released with the partial final invoice.
This retainage is listed separately in the ‘Securities’ section of the contract and marked with a tooltip.
Manual deduction before or after partial final invoicing:
Manual retentions will continue to be transferred to the next cumulative invoice, regardless of the invoice type. If these retentions are not to be taken into account on the partial final invoice or after the partial final invoice, they must be deleted manually before the corresponding invoice is released.
This retention is listed separately in the ‘Collateral’ section of the contract.
Guarantee or security retainage on partial final invoice:
The warranty or security retainage applied to the partial final invoice is fixed and will not be charged with the subsequent invoices (but will continue to be withheld).
The release of the warranty or security retainage on partial final invoice is carried out via the usual manual payment run against surety.
These retainages are listed separately in the ‘Securities’ section of the contract and marked with a tooltip.
Behaviour of guarantees
contract performance guarantees:
When a partial final invoice (or a final invoice) is created, the status of the existing contract performance guarantee is set to ‘used’ and can therefore no longer be used by you from that point on.
However, after a partial final invoice has been released, you can upload a new contract performance guarantee that is valid for the next settlement area after the partial final invoice for the subsequent service area.
To use a contract performance guarantee for the entire contract, you have to upload it twice separately, splitting the guarantee amount.
The contract performance guarantees are listed separately in the ‘Securities’ section of the contract.
Guarantees:
It is possible to upload one performance bond after the partial final invoice and another performance bond after the final invoice.
The status of the performance bond used for the partial final invoice is only set to ‘Used’ after the payment run of the amount. After that, you can upload another performance bond for the final invoice.
A separate payment run is required for each warranty retention. It is not possible to pay out both warranty retentions in one payment run.
The warranty guarantees are listed separately in the ‘Securities’ section of the contract.
Behaviour of advance payments
An existing advance payment can be reduced in full (recommended) or in part with the partial final invoice. The remaining advance payment amount after the partial final invoice will continue to be taken into account and can be reduced accordingly in the course of the subsequent invoice(s). This amount is also shown on the invoice cover sheet and in the invoice workflow check steps for subsequent invoices.
You can also create further advance payments after a partial final invoice.
3.Subsequent invoices after partial final invoices
As usual, you can process further instalment invoices, single invoices and a final invoice after a released partial final invoice.
After uploading a partial final invoice, a new billing cycle begins for the increase in services after the partial final invoice. This is the basis for the further calculation of retentions, apportionments and insurances.
The ‘partially closed calculated’ service level is shown on the invoice cover sheet and in the invoice workflow test steps.
Subsequent invoices after a partial final invoice receive a consecutive numbering. Example: 1.AR > T-SR > 2.AR > 3.AR > SR.
Note:
If the subsequent invoice is not available in cumulative form, it should be noted that the cumulative invoice amount must still be specified when entering the invoice in the first workflow step (unchecked invoice amount). In the subsequent invoice workflow check step, the increase in services after a partial final invoice can also be calculated automatically in Alasco, i.e. the amounts of the subsequent invoices can be specified cumulatively in this step or by entering the pure increase in services (checked invoice amount).
When the final invoice is approved, the service area is settled after partial final invoicing and the contract is finally invoiced in full.