Enter a payment with a sales order

Find this screen

Open: Sales Order Processing > Sales Orders > New Sales Order

Open: Sales Order Processing > Sales Orders > Amend Sales Order

  • Select the Payment with Order tab.

How to

Enter payments with a sales order

If you are recording a payment with the order, you can enter a full or part payment. You can choose to create an invoice immediately, showing payment that has been received. This is useful when handling deposits.

Note: You can only enter a payment with an order if you have enabled Allow payments to be recorded during invoice and full order entry on the Invoice and Order Entry tab of SOP settings in the Sage 200 desktop.

Open: Sales Order Processing > Sales Orders > New Sales Order

  1. Select the Payment with Order tab.

  2. To record payment with the order, select Record payment with order.

  3. Enter the payment value:

    • If the payment is for the full value of the order, select Full payment. This will automatically enter the Payment value.

    • If the payment is only for part of the order value, then enter the Payment value in your base currency.

  4. To print an invoice for the value of the payment when you save the order, select Invoice payment with order immediately.

    You cannot select this if:

    • The order has a settlement discount.

    • The order uses more than one VAT rate.

    • The payment value is zero.

    Tip: To enable this option by default for sales orders, select Invoice payment with order immediately in the Invoice and Order Entry tab of SOP settings in the Sage 200 desktop.

  5. Select the Method of payment.

    Note: To add payment methods, use Maintain Payment Methods in the Sage 200 desktop.

    The Online Card Payment method used for Opayo is not currently available in the Web Portal, so you must enter online card payments using the Sage 200 desktop.

  6. Enter a Reference for the payment if necessary.

  7. You can view the following information about the payment:

    • Payment declared: This is the value of payments received with this order that have been declared on an invoice. (Invoice payment with order immediately is selected.)

    • Payment undeclared: This is the value of payment received on this order that have not been declared on an invoice. (Invoice payment with order immediately is not selected.)

    • Declared payment remaining: This is the value of declared payments that have yet to be deducted from invoices for goods or services for this order.

Amend payments with a sales order

Open: Sales Order Processing > Sales Orders > Amend Sales Order

  • Select the Payment with Order tab.

Depending on the status of the payment, you may amend the payment value for the order.

The Online Card Payment method used for Opayo is not currently available in the Web Portal, so you can only amend online card payments using the Sage 200 desktop.

To amend order values when a payment is included:

  • If the payment was declared, you cannot amend the payment value.

    The order value can be increased and decreased but if the order value becomes less than the payment value, a credit note will be raised for the difference.

  • If the payment was not declared, you can increase or decrease the value of the payment or order as long as the value of the order does not become less than the value of the payment.

View payments with a sales order

Open: Sales Order Processing > Enquiries > View Sales Order

  • Select the Payment with Order tab.

You can view the following information about the payment:

  • Payment declared: This is the value of payments received with this order that have been declared on an invoice. (Invoice payment with order immediately is selected.)

  • Payment undeclared: This is the value of payment received on this order that have not been declared on an invoice. (Invoice payment with order immediately is not selected.)

  • Declared payment remaining: This is the value of declared payments that have yet to be deducted from invoices for goods or services for this order.

Useful info

Invoicing payments immediately

HMRC rules state that VAT should be recorded on the VAT return at the time of invoicing or on receipt of the payment, whichever is the first. When a payment is taken at the time of ordering, you need to decide whether the payment should be invoiced at the same time.

You don't need to select this if you're going to raise an invoice for the order more or less straight away, as the payment and the invoice will have a tax point date in the same period.

The value of the payment is recorded with the order, but payment is not posted to the VAT return. The order is processed in the usual way; the goods are despatched, the invoice is printed, and then posted. When the order is posted, the payment is posted at the same time. This updates the customer's account, adds the VAT to the VAT return and allocates the payment to the invoice. This also sets the tax point date for to be the same as the invoice date.

As the payment is linked to this order, you can't create an invoice from the order for less than the value of the payment. If the payment is just a deposit then this is fine, as the total goods value will more than the payment amount. If you receive full payment for the order, then you'll have to despatch all the goods before you can raise an invoice.

Select this when you need to include the payment amount on the VAT return before despatching the goods. This allows you to despatch the goods and invoice the customer in the usual way whilst also including the VAT on the VAT return. You can also partially despatch and partially invoice the order.

This process creates a special VAT invoice and a separate goods invoice for your customer.

  1. Enter the order, enter the payment, select Invoice Payment immediately and Save.

    A VAT invoice is created and printed. This shows the total goods and VAT values but indicates that it's for VAT purposes only.

  2. Post the VAT invoice. This creates the tax point date.

    • The payment is posted to the customer's account.
    • The payment value is shown as Declared on the order.

    • The VAT invoice is posted to the customer's account, the VAT return and to the Prepayment nominal account, as follows:

      Nominal Account Debit Credit
      Prepayments   Net
      VAT   VAT
      Debtors Control Gross  
    • The invoice is allocated to the payment.
  3. Despatch the goods as usual.

  4. Print an invoice for the goods as usual and send this to the customer.

    This shows the goods less the value of the payment. If the order was paid in full, the invoice value will be zero.

    This has a new invoice number, so you'll always have an additional VAT invoice associated with this order.

  5. Post the goods invoice.

    • The customer's account is updated.

    • The net value is reversed out of the Prepayments account and posted to the correct sales account.

      Nominal Account Debit Credit
      Prepayments Net invoice value  
      Sales account   Net invoice value
What if there are still goods outstanding?

If the payment was a deposit, then the VAT invoice will only be for the amount of the deposit. Any remaining goods will be included on the goods invoice and will be outstanding on the customer's account, ready for you to allocate the remaining payment when you receive it.

Payments with foreign currency orders

You can't record payment with the order for a foreign currency customer. You must raise an invoice separately, and process payment as normal, recording a foreign currency receipt.

Settlement discounts and payments

If the customer qualifies for settlement discount (set on the Payment tab of the customer's account), and you are recording the full payment with the order, you must select Full Payment on the Payment with Order tab, otherwise the payment will be treated as part payment (even if it is the full amount) and the discount won't be applied.

Settlement discounts and UK VAT

When you enter a full payment with a sales order with settlement discount, the net and VAT discounts are automatically applied and used to calculate the payment amount. In this case there is no need to process an adjustment to account for the VAT discount.

Note: You must select Full Payment when entering the payment details. If you just enter the payment amount, it's treated as a part payment and the discount is not applied.

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