A/P Prepayments Screen
- Open Accounts Payable > A/P Transactions > Invoice Entry.
- Use the Batch Number field to create a new batch or select an existing batch.
- Enter an invoice, as usual, and then click Add or Save.
- Click Prepay.
Click this button to add a prepayment to the selected payment batch.
Click this button to close the Prepayment screen.
After adding a prepayment, click this button to open the A/P Print Checks screen, which you use to print the prepayment checks.
Enter the date on which to include the prepayment when calculating amounts due for payment.
Note: Prepayments are not used to calculate amounts due to vendors until they reach their Activation dates.
Specify the bank on which you are writing the checks for the batch.
Initially, this field displays the default bank code specified on the Transactions tab of the A/P Options screen, but you can change it.
- You must specify a default bank code on the A/P Options screen before you can enter and save information and transactions in payment batches.
- You define bank codes for your company in Bank Services.
- If you are starting a multicurrency batch, you also specify the currency for the batch and the rate at which to convert amounts in the batch to the functional (home) currency.
- You can use only one bank and one currency per batch. The bank you select must be set up to accept the currency you want to use for the batch.
This field displays the currency assigned to the bank account for the selected batch.
Note: This field appears only in multicurrency ledgers.
Enter the number of the payment batch to which to add the prepayment.
- You can enter the number of an existing payment batch, or you can create a new payment batch by clicking the New
button. - If you are entering a multicurrency prepayment, you must specify a batch that uses the vendor’s currency.
Tip: Click the Zoom 
button beside the Batch Number field to display information about the payment batch. For more information, see A/P Batch Information Screen (Prepayments).
Enter the date you want to print on the check.
This is the language for printing the amount of the check in words only. All other text on the check or advice comes from the check report screen, which you can edit using the Report Designer in General Ledger or from the Accounts Payable database.
This field displays the document number that you entered on the Document tab.
This field displays the total amount payable on the invoice. This amount does not change when you add a prepayment.
Enter the prepayment amount.
If you have a multicurrency ledger, enter the amount in the vendor currency—not in the bank currency. The amount is converted to the bank currency for the check amount, using the rate you enter in the Vendor Rate field.
The posting date is used to record the date the document was applied to another transaction and when it is actually posted to General Ledger. It does not affect the determination of the discount or the days to pay statistics.
The field to the right displays the fiscal year and period to which the transaction will be posted. You cannot change this field except by changing the posting date.
- The default posting date that appears depends on your selection for the Default Posting Date option on the A/P Options screen.
- If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.
After you click Add, the prepayment number is automatically assigned and displayed in this field.
Select this option if you want to use Accounts Payable to print the check for the prepayment.
This field displays the remit-to location, if any, that you entered for the transaction on the Document tab.
This field shows that you are entering a prepayment. You cannot change the transaction type.
This field displays the vendor number for the invoice transaction.
Overview
Use the A/P Prepayments screen to enter a prepayment for an invoice when you enter the invoice.
Note: You can enter only one prepayment per invoice.
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