An importer orders packaged kitchen goods. The supplier asks for a deposit to begin production and the remaining payment after an agreed inspection. Treasury wants to fund the instalments with stablecoins while the supplier receives bank currency. The payment plan needs to preserve the purchase milestones as well as the balance due.
This is a fictional, generalised example. The businesses are illustrative, not actual customers. It is general information, not legal, tax or investment advice, and does not promise acceptance of staged payments.
Write the release condition before the deposit
Purchasing and the supplier agree what the deposit covers, what makes the remaining payment due and who accepts the inspection result. They record those terms beside the invoice. A vague promise to pay after inspection leaves finance unable to tell whether a report alone releases the funds.
The buyer checks that the proforma and purchase contract describe the same order. If the final invoice changes the price or goods, purchasing resolves the change with the supplier and records its effect on the balance. Finance should not have to choose between conflicting versions at transfer time.
Obtain approval for the proposed instalment
The importer tells the payment service that it proposes a deposit rather than full settlement. It asks which purchase documents are needed and whether that instalment can be accepted. Supplier agreement to a deposit does not automatically mean a provider accepts the funding arrangement.
The quote must describe the supplier receipt for the current instalment, the funding asset and amount, and the fee. A2vanta's invoice payment page describes presenting the rate, amount and fee before confirmation. The importer checks the quote expiry and approved funding network before it sends anything.
Finance labels the quote as the deposit and links it to the invoice. It does not keep an unlabelled quote beside the eventual balance payment. A colleague covering treasury later should be able to identify which approved instruction remains usable.
Record invoice credit in the right currency
Once the deposit is paid, the supplier acknowledges the received amount and the credit against the invoice. Finance records that credit in the invoice currency. The stablecoin funding amount belongs in a separate field, with its own transfer reference and fee record.
The partial-payment guide explains why those values should not be mixed. Subtracting a USDT funding amount from an invoice denominated in another currency does not calculate the supplier balance. The agreed credit determines what remains due.
If the receipt differs from the accepted quote, finance asks for an explanation before authorising more funds. It preserves the original record and adds the agreed correction. Quietly replacing the first amount loses the history the accountant needs.
Let purchasing decide whether inspection passed
The inspection report goes to the colleague authorised to review the goods. That colleague compares it with the purchase agreement and records the release decision. Finance checks the decision rather than treating an attached report as automatic permission to pay.
If the goods need rework or the buyer disputes the result, purchasing resolves the next step with the supplier. A revised price or credit needs written agreement and an updated balance. Treasury waits for a clear approval; it does not settle a purchasing dispute by sending the original balance anyway.
Quote the remaining payment on its own terms
Finance reconciles the supplier's statement with the deposit record and any agreed credit. It then requests a quote for the remaining obligation. The conversion terms of the deposit do not automatically apply to a later transfer, and an expired quote should not be reused.
The team checks the beneficiary instruction again, especially if the supplier has changed accounts since the deposit. It verifies a change through a known contact and obtains payment approval. A successful earlier transfer does not authenticate a new receiving account.
Close the order without hiding unresolved amounts
For each instalment, accounting receives the approved quote, funding evidence, supplier-payment record and acknowledgement of invoice credit. Purchasing keeps the inspection approval beside the balance-payment instruction. The running record shows the original obligation, credited payments and any agreed adjustment.
Only the supplier's confirmed allocation lets finance reconcile the remaining payable. If a receipt is missing, the file stays open and names the colleague chasing it. Use pay an invoice or message A2vanta to discuss the proposed instalment schedule and document requirements before funding.
Apply the release decision per supplier
For new contacts after Canton Fair, start with the first-deposit checks. The multi-factory example explains why one passed inspection does not release every balance in a consolidated shipment.
Choose the schedule before funding
The T/T terms guide compares deposit splits with full prepayment and keeps the release condition separate from the percentage.