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Progress Billing (Read 743 times)
dkinser
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Progress Billing
04/29/09 at 11:55:47
 
Our company has been doing more and more progress billing and we are looking for suggestions on how to handle this cleanly.
 
For example:
 
Customer orders (1) gearbox for $100,000.00.  Our terms dictate they pay 20% at placement of order, 30% upon release for fabrication, balance net 30 after shipping.
 
So, how do we go about selling one item with three different payments applied?
 
Thanks
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cathyh
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Re: Progress Billing
Reply #1 - 04/30/09 at 07:22:30
 
You can enter the first two payments as deposits on the sales order through AR-N.  You can print the sales order with deposits applied if they want a current amount owed.  When the item is shipped and final payment is received, you apply both the payment and the two deposits.
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Cathy Hamilton
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Re: Progress Billing
Reply #2 - 04/30/09 at 07:28:18
 
Thanks Cathy,
 
The issue for us is as a deposit it doesn't show as revenue.  We want it to become revenue and not simply sit on it till the end of the order.  Many of the gearboxes we build have lead times of 16-20 weeks.
 
So the question would be how to show it as revenue?
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Re: Progress Billing
Reply #3 - 04/30/09 at 07:41:59
 
It gets stickier (from an accounting standpoint) because it really is not correct to show revenue without also posting the associated COGS and the 25% upon order placement is prior to incurring any COGS so it really IS a deposit.  The 30% upon release for fabrication may have engineering costs associated with it so it could be tracked and billed as a separate Engineering item using a separate part number and work order to track engineering costs.  Progress billing during actual production gets even trickier because you should relieve the work order of a percentage of COGS as you invoice progress billings.
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Lynn Pantic
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cathyh
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Re: Progress Billing
Reply #4 - 04/30/09 at 07:47:12
 
I don't think (legally) there is a way to show a payment on a future sale of a line item (you haven't shipped them anything) as revenue- it is a liability (you will have to pay it back if the sale never happens for some reason).  
You would have to invoice them for something in order for it to be considered revenue, but invoicing for a sale that hasn't happened is not a good idea.  
 
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Cathy Hamilton
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Re: Progress Billing
Reply #5 - 05/11/09 at 13:34:42
 
We do these all the time and have ended up doing manual invoices from Word or Excel.  Upon receipt, we enter their payment as a deposit, which is linked to the sales order.  Then at time of shipment the deposits show up on the invoice.   Seems to work good for us.
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Penny O'Dell, Office Manager
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cathyh
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Re: Progress Billing
Reply #6 - 05/12/09 at 07:19:10
 
Lynn's post explains it much better!
 
We do essentially what Penny does, but we use the sales order to print a pro forma invoice (we have a rtm for acknowledgement with "Pro Forma Invoice" in the title) which shows the balance after the deposit. but this does not accomplish the original need, of showing a payment as revenue and not a deposit.
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Cathy Hamilton
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