Advance Paid Settings
YouTube: How to Record Advance Payments from Within a Purchase Order?
How to Record Advance Payments from Within a Purchase Order?
In this tutorial, we will learn how to record an advance payment made to a supplier against a Purchase Order in Logic ERP. By configuring the Advance Paid settings, the software can automatically generate the corresponding Cash or Bank Payment Voucher whenever an advance amount is entered in a Purchase Order.
Objective of This Feature
Record supplier advance payments directly from Purchase Orders
Automatically create Cash/Bank Payment Voucher entries
Reduce manual voucher posting
Improve payment tracking against Purchase Orders
Ensure accurate accounting of advance payments
Access to Advance Payment Settings
Open Purchase Order Configuration
Navigate to Other Settings.
Locate the option labeled as:
Advance Paid Settings.
Select:
Default Cash Payment Configuration or
Default Bank Payment Configuration
System Behavior
Whenever an Advance Payment is entered in a Purchase Order:
The software automatically creates the corresponding Cash/Bank Payment Voucher entry using the selected configuration.
Enable the Advance Paid Field
Go to General Options
Click Column Locks
Search for Advance Paid
Tick the option to Unlock.
Result
The Advance Paid option becomes visible during Purchase Order entry.
Save the Configuration.
Create a New Purchase Order
Process
Initiate New Purchase Order Entry
In the Header Section:
Click Other Details
Select Advance Paid
Enter Advance Payment Details
A payment window appears.
Select the payment mode:
Cash
Credit Card
Cheque
Credit Note
Example
Select Cash
Enter ₹10,000 as Advance Payment
Meaning
This indicates that an advance payment of ₹10,000 has been paid to the supplier against the Purchase Order.
Complete the Purchase Order
Process
Move to Item Details Section
Enter Required Items
Complete Purchase Order Entry
Click to Save
Automatic Voucher Creation
System Behavior
Upon saving the Purchase Order:
The software automatically creates a Cash Payment or Bank Payment Voucher entry for the advance amount.
Verify the Advance Payment Entry
Open Cash Payment Entry Window
Or Bank Payment Entry Window, depending on configuration.
Click Modify
Result
In the Voucher Search List:
You will find the automatically generated advance payment entry.
Example
Advance Payment:
₹10,000
Voucher Entry:
Automatically posted against the Purchase Order created earlier.
Key Benefits
Eliminates manual voucher creation
Improves advance payment tracking
Ensures accounting accuracy
Saves data entry time
Creates seamless integration between Purchase Orders and Payments
Best Practice Tips
Always select the correct Cash/Bank Payment Configuration.
Enable the Advance Paid field only when advance payments are commonly used.
Verify automatically generated vouchers periodically.
Reconcile supplier advances with Purchase Bills when goods are received.
Final Outcome
Advance payments can be recorded directly during Purchase Order entry.
The system automatically generates the corresponding Cash or Bank Payment Voucher.
Supplier advances are accurately tracked and linked with Purchase Orders in Logic ERP.
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