Why can’t this customer advance be applied to this invoice?

When a customer pays more than was outstanding at the time, you can record the overpayment as a prejeti predujem (“customer advance”) instead of a write-off or a reimbursement. In Reconciliation you pick “Presežek zabeleži kot prejeti predujem kupca” (“Record the surplus as a customer advance”). That advance is then available to spend on any later invoice for the same customer: on the Zabeleži plačilo (“Record payment”) screen, a customer holding credit shows a “This customer has … on account” panel with a Porabi (“Apply”) button. VegaERP refuses to spend it in a few cases, each for its own reason.

What the screen says

Ta prejeti predujem ne obstaja več. Osvežite seznam. (“This customer advance no longer exists. Refresh the list.”)

Ta postavka predujma ne obstaja več. Osvežite predujem. (“This advance entry no longer exists. Refresh the advance.”)

Na predujmu je še 120,00, zahtevano pa je bilo 300,00. (“The advance has 120.00 left, but 300.00 was requested.”)

Predujem je v valuti USD, račun pa v valuti EUR. Predujem lahko porabite samo za račun v isti valuti; sicer ga vrnite kupcu. (“This advance is held in USD and the invoice is in EUR. An advance can only be applied to an invoice in its own currency; refund it instead.”)

Ta predujem pripada drugemu kupcu. Predujem lahko poravna samo račune, izdane kupcu, ki ga je plačal. (“This advance belongs to a different customer. An advance can only settle invoices issued to the customer who paid it.”)

Na ta račun ni mogoče porabiti predujma: biti mora izdan in neplačan račun (ne osnutek, ne predračun, ne storniran in ne že poravnan račun). (“This invoice cannot take an advance: it must be an issued, unpaid invoice: not a draft, a proforma, a cancelled invoice, or one that is already settled.”)

Ta dokument še ni evidentiral dobave, z razporeditvijo predujma na prihodnjo dobavo pa nastane obveznost obračuna DDV na ta dan. Zanj izdajte avansni račun ali pa dobropis porabite za že izdan račun. (“This document has not booked a supply yet, and allocating a prepayment to a future supply makes the VAT chargeable that day. Issue an advance invoice, avansni račun, for it, or apply the credit to an already-issued invoice.”)

Na tem računu je odprtih še 80,00, zahtevano pa je bilo 150,00. Več bi terjatev potisnilo v negativno. (“This invoice still owes 80.00, but 150.00 was requested. Applying more would drive the receivable negative.”)

Ta postavka predujma je že stornirana. (“This advance entry has already been reversed.”)

120,00 tega prejetega predujma je že porabljenega ali vrnjenega. Najprej stornirajte te postavke, nato razdružite bančno postavko. (“120.00 of this customer advance has already been applied or refunded. Reverse those entries first, then unmatch the bank line.”)

Why this happens

Currency, customer, amount, or invoice status don’t match

Four of the messages above are checks on the Porabi button, each guarding against a different wrong posting:

• Currency. The advance was received and booked in a specific currency; settling an invoice in a different currency would need an exchange rate nobody recorded, so VegaERP refuses rather than guess one.
• Customer. An advance can only settle invoices for the same customer who paid it.
• Amount. You can apply at most what’s left on the advance, and at most what the invoice still owes. Otherwise either the receivable or the credit would go negative.
• Invoice status. An advance can only settle an issued, unpaid invoice. A draft has no receivable booked yet, a proforma is just an offer, and a cancelled or already-paid invoice has nothing left to settle.

The target isn’t an issued invoice yet

The “supply not booked yet” message is a different kind of refusal, not a technical limit. Allocating money to a document that isn’t an issued invoice yet (a proforma, a draft) would mean the money was received for a supply you haven’t made yet. VAT on such a prepayment falls due on the day the money is received, not only once the final invoice is issued, so that kind of receipt needs its own tax document: an avansni račun (“advance invoice”). You can instead apply the advance to any already-issued invoice for this customer.

The advance or its usage changed in the meantime

The remaining messages (“no longer exists”, “already reversed”, “already applied or refunded”) mean the advance changed while you were looking at this screen. For example, someone else already applied the same advance to a different invoice, or the bank transaction that created it was unmatched in Reconciliation in the meantime. Same pattern as on other documents, see Why does it say something changed while I was working on it?

What to do

Currency, customer, amount, or invoice status don’t match

1. Check which customer and which currency the advance was received in. It’s printed next to the offered amount on the Zabeleži plačilo (“Record payment”) screen.
2. If the currency doesn’t match, don’t use this advance on this invoice; refund it to the customer instead.
3. If the advance has too little left, or would exceed the invoice’s outstanding balance, apply what’s available or what the invoice still owes, and settle the remainder another way.
4. If the invoice isn’t issued yet, issue it first; you can only apply the advance once it is.

The target isn’t an issued invoice yet

1. If it’s a proforma, convert it to an issued invoice first, or issue a separate avansni račun for the prepayment received.
2. Then apply the advance to that issued invoice, or to any other already-issued invoice for the same customer.

The advance or its usage changed in the meantime

1. Refresh the page or the advances list to see the current state.
2. Check how much is left on the advance. Someone else may have already applied it.
3. If the advance has disappeared entirely, the bank transaction that created it was most likely unmatched; see Why can’t I unmatch this bank line?

If you can’t fix this yourself

If the advance is correct by your own records (right currency, right customer, enough left), but it still won’t apply, contact support and give the customer, the advance amount, and the invoice number you’re trying to apply it to.