Track prepayments to suppliers

Introduction

To track prepayments, you use a special account, the prepayment account, to record prepayments to suppliers.

  • If you want to set a default prepayment account to be used for each new supplier a user creates, in the Supplier classes (AP201000) window, specify the prepayment account and subaccount for each of the supplier classes that might be used when a user creates a new supplier.

  • You can change the prepayment account and subaccount for a particular supplier by using the Suppliers (AP303000) window. The system debits this account by default when a user enters a new prepayment to the supplier.

To view information about prepayments, you use the following windows:

  1. Go to the Supplier summary (AP401000) 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 Supplier account field, select the prepayment account.

In the table, you can view the list of suppliers with the prepayment balances calculated for the selected criteria.
The Total prepayments field in the top part displays the total amount of prepayments to suppliers calculated for the selected criteria.

You can adjust the list by changing the selection criteria.

  1. Go to the Supplier details (AP402000) window.
  2. In the Branch field of the top part, select the branch for which you want to view prepayments.
  3. In the Supplier field, select the supplier.
  4. In the Supplier 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 prepayments to the supplier, based on the selected criteria.

  1. Go to the Balance by GL account (AP63200S).
  2. On the Report parameters tab, specify the report parameters that meet your needs for information.

    If you leave the Branch field blank, you will get information on all branches.
  3. On 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 could add one of the following filter condition lines to the Additional filtering conditions table on the Additional sort and filters tab:

  • To view only documents collected on a prepayment account with account ID 140000:
    PropertyConditionValue
    Account.AccountCDEquals140000
  • To view only prepayments:
    PropertyConditionValue
    Document.TypeEqualsPrepayment

Related tasks

Void a prepayment

Apply a prepayment to invoices

Enter a refund for a prepayment