Finance: AP Balance Reports Now Include AP Prepayment Invoices

When you work with AP prepayment invoices, your accounts payable balances can change quickly as these invoices are released, paid, and applied to bills. In MYOB Acumatica 2026.1.1, AP balance reports now include prepayment invoices, helping you keep the reported vendor balances aligned throughout this process.

Important:
The functionality is available only if the VAT Recognition on AP Prepayments feature is enabled on the Enable/Disable Features (CS100000) form.

Read on to learn how prepayment invoices appear in the balance reports, what signs to expect, and how write-offs affect the reported balances.

What’s New at a Glance with Prepayment Invoices

  • Released prepayment invoices are included in AP balance reports until they’re closed.
  • In reports, a prepayment invoice may appear under both the AP account and the prepayment account, with signs that reflect its role in each account.
  • Debit adjustment write-offs are shown with opposite signs under the AP account and the prepayment account, helping the report totals align with GL balances.

The sections below describe these changes in more detail.

How Prepayment Invoices Are Reflected in Reports

The AP balance reports now reflect released prepayment invoices throughout their lifecycle until they’re closed. As a result, the vendor totals in the reports match the related GL totals.

The Affected AP Balance Reports

The following reports have been updated to include prepayment invoices:

How Prepayment Invoices Appear in the Reports

In the AP balance reports, a prepayment invoice is shown twice—once under the AP account and once under the prepayment account used in this invoice. This approach ensures that the vendor balances shown in the reports match the GL.

The document type (Doc. Type column) of a prepayment invoice is Prepmt. Invoice.

How to Interpret Amounts and Signs

The reports apply consistent sign logic so you can interpret balances correctly. In the rows of prepayment invoices, the values in the Amount and Balance columns are shown as follows:

  • Under the AP account: The prepayment invoice amount posted to the AP account is shown as a positive value. When this invoice is released, the amount is posted to the AP account and appears in the Amount column. Therefore, even if no payments have been applied yet, the prepayment invoice still appears in the table for the AP account.

    The Balance of this line changes as payments or prepayments are applied to the prepayment invoice.

  • Under the prepayment account: The prepayment invoice amount posted to the prepayment account is shown as a negative value because it represents a vendor deposit.

    The Balance represents the remaining unused part of the prepayment in that account. When the prepayment is fully applied, the balance in the table for the prepayment account becomes 0.00.

Because the same prepayment invoice appears under both accounts, you’ll typically see a positive amount on the AP account line and a negative amount on the prepayment account line.

Example: The Same Prepayment Invoice Under Both Accounts

The screenshot below shows the same prepayment invoice (000173) under two accounts in the AP Balance by Vendor (AP632500) report, with opposite signs that reflect the invoice’s role in the corresponding account.

You can see the following tables in the report:

  • Prepayment account table (Item 1 below): This table shows document data for the 13200 (Deposit to Vendor) account, with negative values shown for prepayment invoices. For example, prepayment invoice 000173 is listed with a negative amount (–360.00). This amount represents the vendor deposit recorded in the prepayment account.

    Because the same value is shown in the Amount and Balance columns, the prepayment has not been used yet–that is, the prepayment invoice hasn’t been applied to any AP bill.

  • AP account table (Item 2): This table shows data for the 20000 (Accounts Payable) account, with positive values shown for the same prepayment invoices. For example, prepayment invoice 000173 appears again with a positive amount (360.00). The Balance for this line is 0.00, which indicates that the prepayment invoice has been fully settled. The applied payment is shown in the line directly under the prepayment invoice line (see below).
Figure 1. Prepayment invoices in the AP Balance account

Write-Offs of Unpaid Prepayment Invoice Balances

If an unpaid prepayment invoice balance is written off by a debit adjustment, the reports display the debit adjustment row with different signs depending on the account:

  • AP account line: Shown as a negative value (with the minus sign)
  • Prepayment account line: Shown as a positive value

Learn More

You might find the topics of the following chapter helpful: Processing Prepayment Invoices.