Zeyto Academy · Advanced · Module 34
Billing, VAT and payments
Invoice approved work with UAE VAT, handle advances, payments, day close over and short, credit notes, receivables, hand-over and the gate pass.
You will be able to
- Make a job invoice from approved work and read its VAT
- Take an advance and explain its VAT and how the invoice absorbs it
- Take cash, card, bank, link and cheque payments, including part payments
- Close the counter day and explain a short or over difference
- Correct an invoice with an amendment, a credit note or a cancellation
- Read receivables, release a car and use the gate pass
The job invoice and UAE VAT
- The job invoice bills only approved lines that are not yet invoiced.
- VAT is 5% at the standard rate; the real company TRN is required.
- Counter items go on one invoice only and do not change the job.
- Zeyto does not connect to an e-invoicing provider yet; it prepares a draft file.
Advances, deposits and proforma invoices
- An advance is a liability and the UAE tax point; it prints as TAX INVOICE (ADVANCE) when VAT is charged.
- VAT inside an advance is 5/105 of the money.
- The final invoice reverses the advance's VAT slice, so VAT is declared once.
- A proforma posts nothing and is not a tax invoice.
Taking payments
- Payment can be taken at invoicing or later, in parts and across modes.
- A credit customer's Paid now box starts empty; the balance stays on his account.
- Change due applies to cash only.
- A dated cheque sits in Cheques in hand until it clears.
Counter day close and cash over and short
- Expected cash = opening float + taken - paid back - paid out.
- A difference beyond the tolerance needs a note and, by default, posts a journal.
- Short debits Cash Short and Over; over credits it.
- A manager reopen books only the difference as a new voucher.
Credit notes and corrections
- Correct this invoice offers amend, credit note or cancel, with a required reason.
- A credit note records a reason and a money choice: refund, reduce owed or keep as credit.
- Restocked parts return at the cost they left; scrapped parts do not.
- Cancelling an invoice is for mistakes; returns use a credit note.
Receivables, hand-over and the gate pass
- Receivables show what is owed by age; fleet customers get a monthly statement by LPO and car.
- By default an unpaid balance does not stop a car; unbilled approved work does.
- A manager overrides with a reason from a short list, recorded with the balance.
- The gate pass lists no prices; the guard sees VALID, ALREADY LEFT, TAKEN BACK or NOT FOUND.
Taking payments: key table
| Mode | What you enter | Where it goes |
|---|---|---|
| Cash | Amount received | Cash and bank register, counted at day close |
| Card | Amount and the card reference | Cash and bank; card settlements move card takings to the bank |
| Bank transfer | Amount, reference, bank account | Into the bank account, default bank if none chosen |
| Payment link | Amount and the link reference | Counted with the bank modes |
| Cheque (dated) | Cheque number and cheque date | Cheques in hand until the cheque clears |
Credit notes and corrections: key table
| What went wrong | What happens |
|---|---|
| Wrong item or quantity | Amend: you change the lines and the invoice keeps its number |
| Customer returned something or wants money back | Credit note or refund, chosen line by line |
| Issued by mistake | Cancel: the invoice is reversed by the posting engine |