Entering Prepayments
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.
If you use Payment Processing, you can process a credit card prepayment for an order, shipment, or invoice. You can also pre-authorize a credit card payment for an order, and then capture the payment when you ship the order. For more information, see Entering a Prepayment.
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.
Choosing the Accounts Receivable batch
When you enter a prepayment, you can choose an existing Accounts Receivable receipt batch, or you create a new receipt batch to include the prepayment. If you choose 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 an error message.
If you create a new batch, Accounts Receivable assigns the batch number. You enter the description, date, and bank code.
Choosing the deposit number
When you create a new receipt batch, you assign a deposit number to the batch. You cannot edit the number once you add the first receipt to a batch.
You can:
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Assign a new deposit number to the receipt batch. Click the New button beside the Deposit Number field to let the program assign the next deposit number.
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Assign an existing deposit number to the batch. Use the Finder to select an existing deposit number (for example, to consolidate a number of receipt batches into one bank deposit).
If you leave the field blank, the program assigns the next deposit number when you add the first receipt to the batch.
Prepayments on invoices
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 Process a Credit Card Prepayment.
Prepayments on orders and shipments
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.
If you use Payment Processing, you can use Order Entry forms to pre-authorize, capture, and process credit card payments as follows:
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Use Order Entry to pre-authorize or process a credit card prepayment, or to capture a pre-authorized prepayment for an order.
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Use Shipment Entry to capture a pre-authorized credit card payment, or to process a new credit card prepayment for a shipment.
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Use Invoice Entry to process a credit card prepayment for an invoice.
For more information, see Process a Credit Card Prepayment and Pre-authorize a Credit Card Payment.
Prepayments on job-related orders and invoices
If you are entering a prepayment for a job-related order, shipment, or invoice, you must also distribute the prepayment to individual order/invoice detail lines.
Click the Jobs button on the Prepayments form to display the Prepayment Details form for job-related orders, shipments, and invoices. You can manually distribute the payment amount to job details, or you can let the program prorate payment amounts to details or allocate the payment starting with the first detail (top-down method).
See also
Process a credit card prepayment
Pre-authorize a credit card payment