Enter a prepayment

1. Go to the Purchase invoices (AP301000) window.
2. Click .
3. In the Type field, select Prepayment.
4. Check the date of the document, and change it if necessary.

   The system populates the Post period field automatically, based on the selected document date.

5. In the Supplier field, select the supplier.
6. In the Location field, change the supplier location, if necessary.
7. Ensure the document's currency is accurate. If not, choose an appropriate currency.
   You can only override the currency if the Enable currency override check box is selected for the supplier in the Suppliers (AP303000) window.
8. In the Supplier ref. field, enter the reference number or ID assigned to the document by the supplier.
   This number is required if the Require supplier reference check box is selected in the Supplier ledger preferences (AP101000) window; otherwise, it is optional.
9. Optional: Add a description of the prepayment request.
10. On the Document details tab, enter the details of the prepayment request, following the steps below for each line (transaction):
    
    The prepayment request should include at least one line.
    1. Click .
    2. Optional: In the Item ID column, enter the ID of the particular non-stock item or service to be delivered by the supplier; you can instead leave it blank.
    3. Optional: Type the description of the transaction in the Transaction descr. field.
    4. Optional: Enter the needed quantity of the item.
    5. Optional: In the UoM column, type the unit of measure for the item.
    6. Optional: In the Unit cost column, type the cost per unit.
    7. Type the total amount in the Amount column.
    8. Make sure that the Account column has the account you want to be specified.
       
       By default, the system uses the expense account associated with the supplier location.
    9. Make sure that the Subaccount column has the subaccount you want to be specified.
       By default, the system fills in the Subaccount column in accordance with the rule selected in the Combine expense sub. from field of the Supplier ledger preferences (AP101000) window.
    10. Make sure that the Branch column has the branch you want to be specified.
    11. Optional: In the Deferral code column, select the deferral code defined in the system if the expenses related to the purchased item or service must be recognised in future periods.
11. Do one of the following steps to prepare the document for releasing:
    • If the Amount field in the top part is displayed in the window, enter the total amount of the invoice in this field.
    • If the Amount field is not displayed in the window, make sure the total amount of the prepayment in the Balance field is correct.
12. Click .
13. Release the prepayment request, following your company's workflow.
14. Pay the prepayment request in full with a supplier ledger payment. Create a supplier ledger payment and apply it to the prepayment request.

Upon releasing the supplier ledger payment for the prepayment, the payment status changes to Closed. Additionally, a Prepayment type payment is created, using the reference number from the original prepayment request.

1. Go to the Supplier payments (AP302000) window.
2. Click .
3. In the Type field, select Prepayment.
4. Check the date of the document, and change it if necessary.

   The system populates the Post period field automatically, based on the selected document date.

5. Select the supplier.
6. In the Location field, change the supplier location, if necessary.
7. Ensure the document's currency is accurate. If not, choose an appropriate currency.
   You can only override the currency if the Allow currency override option is enabled for the supplier in the Suppliers (AP303000) window.
8. In the Payment ref. field, enter the reference number or ID provided by the supplier for the document.
   This number is mandatory if the Require supplier reference check box is selected in the Supplier ledger preferences (AP101000) window; otherwise, it is optional.
9. Optional: Add a description of the prepayment.
10. In the Payment amount field, specify the total amount of the prepayment.
11. Make sure the Hold check box is cleared.
12. Click .
13. Release the prepayment, following your company's workflow.