Track customer prepayments

You can track customer prepayments in the following windows:

To track customer prepayments, you use a special liability account, the prepayment account, to record prepayments from customers.

If you want to set a default prepayment account to be used for each new customer a user creates, in the Customer classes (AR201000) window, specify the prepayment account and subaccount for each of the customer classes that might be used when a user creates a new customer.

You can change the prepayment account and subaccount for a particular customer in the Customers (AR303000) window.
The system credits this account by default when a user enters a new prepayment from the customer.

  1. Go to the Customer summary (AR401000) window.
  2. In the Branch field of the top part, select the branch for which you want to view prepayments.
  3. In the Period field, select the financial period, or leave the field blank to view all open prepayments.
  4. In the Customer ledger account field, select the prepayment account.

In the table, you can view the list of customers with the prepayment balances calculated for the selected criteria.
The Total prepayments field of the top part shows the total amount of customer prepayments calculated, based on the selected criteria.

You can adjust the list by changing the selection criteria.
  1. Go to the Customer details (AR402000) window.
  2. In the Branch field of the top part, select the branch for which you want to view prepayments.
  3. In the Customer field, select the customer whose prepayments you want to view.
  4. In the Customer ledger account field, select the prepayment account.

In the table, you can view the list of prepayments that match the selected criteria.
The Prepayments balance field of the top part displays the total amount of customer prepayments calculated, based on the selected criteria.

  1. Go to the Balance by general ledger account (AR632000).
  2. On the Report parameters tab, specify the report parameters that fit your information needs.
    If you leave the Branch field blank, you get information on all branches.
  3. In the window toolbar, click Run report.
  4. Find the prepayment account in the report to view all prepayments that fit the specified criteria.

Additionally, you can use filtering to display only specific documents in the report.
For example: After you set the report parameters and before you run the report, you can add filter condition lines to the Additional filtering conditions table on the Additional sort and filters tab as follows:

  • To view only documents collected on the prepayment account with account ID 140000, use the settings shown in the table below.
    PropertyConditionValue
    Account.AccountCDEquals140000
  • To view only prepayments, use the settings shown in the table below.
    PropertyConditionValue
    ARRegister.DocTypeEqualsPrepayment

Related reports

Customer summary (AR65050S)

Balance by customer (AR632500)

Customer history (AR652000)

Aged past due (AR631000)

Aged outstanding (AR631500)

Related concepts

About customer classes

About tracking customer ledger documents

Process customer ledger documents - overview

About customer ledger ageing reports

About types of customer ledger documents

About the customer ledger document processing flow

About changing the processing of customer ledger documents

About schedules for recurring documents

Related tasks

Copy one customer class to a new one

Use a template to create a new customer class

Create a customer class

Create a customer class template

Edit or delete customer classes

Set a customer class as default

Make settings in the Customer classes window

Set up dunning letter mailing for a customer class

Set up invoice mailing for a customer class

Send invoices by email

Set customer class print and email preferences

Set up a dunning letter mailing

Enable or disable write-offs

Set up mass processing of mailings

Related windows

Customer classes (AR201000)

Customer summary (AR401000)