You can enter as many prepayments as you wish to active orders, future orders, and shipments. You can also enter one prepayment for each invoice you produce. The prepayment information is printed on the transaction lists and the posting journals.
You can see the total prepayment amount on the Totals tab, and you can print prepayment details on the order, shipment, and invoice transaction lists and on the Invoice Posting Journal.
Once you enter and post a prepayment, you cannot change it in Order Entry. If you need to change the amount of the prepayment (or other information), you must adjust the receipt in Accounts Receivable.
When you enter a prepayment, you can select an existing Accounts Receivable receipt batch, or you can create a new receipt batch in which to include the prepayment. If you select an existing batch, Order Entry checks the batch status. If the batch is not available (for example, if it has been deleted or posted), Order Entry displays a message to notify you of the problem.
If you create a new batch, Accounts Receivable assigns the batch number. You enter the description, date, and bank code.
When you create a new receipt batch, you assign a deposit number to the batch, as follows:
If you leave the field blank, the program assigns the next deposit number when you add the first receipt to the batch.
Note: After adding the first receipt to the batch, you can no longer edit the deposit number.
If you enter a prepayment for an invoice, the amount of the prepayment is displayed in the Totals tab before you post the invoice. The amount of the prepayment is included in the credit limit check for the customer, and it immediately reduces the amount due on the invoice you print from Order Entry. Note, however, that the amount is not added to the order prepayment amount kept with the order.
If you use Payment Processing, you can process a credit card prepayment for an invoice. For more information, see Processing a Credit Card Prepayment.
If you are not invoicing the order or shipment, the prepayment total for the document is displayed on the Totals tab. The prepayment total is included in the credit limit check for the customer, but it does not reduce the amount of the next invoice you create. You can see the total prepayments to date on the Totals tab.
Prepayments on orders and shipments are matched to invoices in Accounts Receivable using the order number.
For more information, see Processing a Credit Card Prepayment.
If you use multicurrency accounting, you also specify the currency of the prepayment. If you select an existing batch, the batch currency must match the prepayment currency.
If you select another batch with a different currency after saving a prepayment, the program clears the receipt amount. You must re-enter the information.