To Enter a Prepayment (Standard Way)

  1. Open the Bills and Adjustments (AP301000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. On the form toolbar, click Add New Record.
  3. In the Type box of the Summary area, select Prepayment.
  4. In the Date box, check the date of the document.
  5. In the Vendor box, select the vendor to be paid.

    The system fills in the following boxes automatically with the default settings of the selected vendor: Location, Terms, Due Date, and Cash Discount Date. Review these settings, and make any needed changes.

  6. In the Currency box, make sure that the document currency is correct. Select another currency, if needed.
  7. If needed, click the Exchange Rate box (right of the Currency box) to open the Rate Selection dialog box and view the effective exchange rate for the currency. Override the default exchange rate type.
  8. If needed, in the Vendor Ref. box, enter the reference number assigned to the document by the vendor.
  9. On the Details tab, enter the details of the prepayment request by performing the following steps for each line:
    1. On the table toolbar, click Add Row.
    2. Make sure that the Branch column displays the needed branch.
    3. If needed, in the Inventory ID column, enter the ID of the particular non-stock item or service to be delivered by the vendor.
    4. In the Quantity column, enter the needed quantity of the item.
    5. If needed, in the Unit Cost column, type the cost per unit.
    6. Make sure that the Account column displays the account you want to be specified.
    7. Make sure that the Subaccount column displays the subaccount you want to be specified.
  10. If needed, in the Amount box is available in the Summary area, enter the total amount of the document.
  11. On the form toolbar, click Save.