Entering a Prepayment with an Invoice

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Adding a Prepayment that You Will Apply Later

A/R Invoice Entry Screen

You can add one prepayment to each invoice you enter in an invoice batch. (You can also enter prepayments of specific invoices, purchase orders, or sales orders using either of the receipt entry screens.)

When you post a prepayment, Accounts Receivable applies it automatically to a matching invoice.

When you post a prepayment, Accounts Receivable applies it automatically to a matching invoice only if both the prepayment and the invoice are not job-related. If either the prepayment or the invoice is job-related, the program does not apply the prepayment.

You apply job-related prepayments manually using an Apply transaction using the A/R Receipt Entry screen.

If you use Payment Processing, you can process a credit card prepayment using Paya.

  • Add the invoice the customer is paying. You can add a prepayment only when the Prepay button is active, immediately after you add or save an invoice.
  • Identify the receipt batch to use for the prepayment.
  • If you use Payment Processing, verify that a processing code exists that specifies the bank you select for the batch. If no processing code has been set up in Payment Processing that specifies the bank you select, you will not be able to process a credit card transaction.

To add a prepayment:

  1. Open Accounts Receivable > A/R Transactions > Invoice Entry.
  2. Select the open batch that contains the invoice, or to which you want to add the invoice.
  3. Create or select the invoice that the customer is prepaying.
  4. Click Prepay.

    The A/R Prepayments screen appears.

  5. In the Batch Number field, enter the number of the receipt batch to use.

    Tip: You can create a new receipt batch by clicking the New New button button beside the Batch Number field.

  6. If you use Payment Processing and want to process a credit card prepayment:
    1. In the Bank field, specify a bank that matches the bank specified for the processing code you will use to process the credit card transaction.

      Note: If no processing code has been set up in Payment Processing that specifies the bank you select, you cannot process the credit card transaction.

    2. In the Payment Code field, specify a payment code that uses the payment type SPS Credit Card.

      Tip: Click the Payment CodeFinder Image of Finder button. to see a list of payment codes and associated payment types.

      After you select a processing code, the Processing Code field appears, along with a status field that displays information about the status of the credit card transaction. If a single processing code exists for the bank you selected, that code appears in the Processing Code field.

    3. In the Processing Code field, verify that the default selection is correct, or if no default appears, select a processing code that specifies the bank you selected for the batch.
  7. Complete the remaining fields on the screen. For more information, see A/R Prepayments Screen.
  8. Click Add to add the prepayment.

    Tip: To cancel a prepayment, close the screen without first clicking Add, then click Yes at the message that appears.

  9. Close the screen to return to the A/R Invoice Entry screen.