Entering a Prepayment

You can enter one or more prepayments for an active order, a future order, or a shipment. You can also enter one prepayment for each invoice you produce. More...

You can review prepayment information in the Prepayments fields on the Totals tab of a document. You can also print prepayment details on the order, shipment, and invoice transaction lists, and on the invoice posting journal.

  • An invoice prepayment immediately reduces the amount of the invoice.
  • Prepayments entered for orders and shipments appear on the Totals tab of the invoice, but they do not reduce the amount of the invoice.

    Note: Prepayments entered for orders are matched to invoices in Accounts Receivable by order number.

  • If you use Payment Processing, you can process a credit card prepayment using the O/E Order Entry, O/E Shipment Entry, or O/E Invoice Entry screen. You can also pre-authorize a credit card payment for an order, and then capture the payment when you ship the order.

After 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.

  • Find out which Accounts Receivable receipt batch to use for the prepayment.
  • Find out which deposit number to use for the prepayment. You can look up the bank code and deposit number when you enter the receipt.

    Once a default deposit number has been assigned to the receipt batch, you cannot use a different one in Order Entry.

To enter a prepayment:

  1. Open  Order Entry > O/E Transactions.
  2. Open Order Entry, Shipment Entry, or Invoice Entry, and then create or select a transaction.
  3. Click the Prepayment button.
  4. On the O/E Prepayments screen, create or select a receipt batch for the prepayment you are entering. More...
    1. In the Batch Number field, select an existing receipt batch for the prepayment you are entering, or click the New New button button to create a new batch.
    2. If you are creating a new batch, enter the batch date.
    3. If you use multicurrency accounting, select the bank code and currency.
    4. Select a deposit number, or click the New New button button to create a new deposit.

      Tip: If you want to consolidate multiple receipt batches into a single bank deposit, select an existing deposit number.

  5. Enter payment details. If you use Payment Processing and want to process a credit card prepayment, you must also enter a processing code. More...
    1. In the Payment Code field, select a payment code.

      Note: If you want to use Paya to process a credit card prepayment, select a payment code that uses the payment type SPS Credit Card.

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

    2. If you are processing a credit card prepayment, select a processing code that will be used to process the credit card transaction.

      Note: The bank and currency for the processing code you select must match the bank and currency for the current transaction.

    3. In the Check/Receipt No. field, enter the check number if payment is by check.
      • If the payment is not by check, you can enter a reference number.
      • If you leave the field blank, Order Entry assigns a number that consists of the batch number and the entry number.
    4. Enter the receipt date.
    5. In the Receipt Amount field, enter the amount of the prepayment.
    6. If you use multicurrency accounting, enter bank rate information. For more information about these fields, see O/E Prepayments Screen.
    7. If the document for which you are adding a prepayment is job related, click the Jobs button to open the O/E Project and Job Costing Apply Details screen and distribute payment amounts to job details. For more information, see O/E Project and Job Costing Apply Details Screen .
  6. Click Add to add the prepayment.

    If you use Payment Processing and you selected a payment code that uses the payment type SPS Credit Card, the Charge and Quick Charge buttons become available.

  7. If you want to process a credit card payment, click Charge or Quick Charge.
  8. Close the O/E Prepayments screen.

If you processed a credit card payment for a transaction that has not been posted, and the transaction has not been settled in Paya, you can void the payment. For more information, see Voiding a Credit Card Prepayment .