Entering a Prepayment in Order Entry, Shipment Entry, or Invoice Entry
Overview
You can enter as many prepayments as you wish to a future order and to an active order and shipments.
You can also enter one prepayment for each invoice you produce. The prepayment information is printed on the transaction lists and on posting journals.
You can see the total prepayment amounts on the Totals tab, and you can print prepayment details on the order, shipment, and invoice transaction lists and on the Invoice Posting Journal.
Note:
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An invoice prepayment immediately reduces the amount of invoice.
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Prepayments entered on orders and shipments are displayed on the Totals tab of the invoice as the Total Order Prepayments, but they do not reduce the amount of the invoice.
Prepayments entered on orders are matched to invoices in the Accounts Receivable program using the order number.
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If you use Payment Processing, you can process a credit card prepayment in Order Entry, Shipment Entry, or Invoice Entry. You can also pre-authorize a credit card payment for an order, and then capture the payment when you ship the order.
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.
Before
you start
Find out which Accounts Receivable receipt batch you should use for the prepayment. You can use the Finder to look up existing batches, and you can click the New button to start a new receipt batch.
Find out which deposit number you should 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 add a prepayment:
The Prepayment button appears on the Order Entry, Shipment Entry, and Invoice Entry forms.
Click here for more help on Order / Shipment Prepayment fields.
Click here for more help on Invoice Prepayment fields.
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In the Batch field, type the number of the receipt batch to which you want to add the prepayment, or use the Finder to select the receipt batch.
If creating a new batch, select the bank code and the currency (for a multicurrency system).
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Select a deposit number, or click the New button if you are creating a new deposit.
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If you use Payment Processing and want to process a credit card prepayment:
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Select a payment code that uses the payment type SPS Credit Card.
Tip: Click the Finder (
) to see a list of payment codes and associated payment types.The Processing Code field appears.
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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.
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Enter a number for the receipt — this could be a check number or it could be a confirmation or reference number for a credit card.
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Use the calendar icon to choose the date of the receipt.
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Enter the amount of the prepayment in the Receipt Amount field.
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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 button becomes available.
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If you want to process a credit card prepayment, click Charge and use the Process Credit Card form to process the credit card prepayment.
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Post the prepayment.
Note: To cancel a prepayment before you have added it, click Close without first clicking Add.