Invoice Prepayments: Implementation Checklist
To ensure that the system has been configured properly for the processing of prepayments, make sure that the criteria listed in the table have been met in the system as described.
| Form | Criteria to Check | Notes |
|---|---|---|
| Enable/Disable Features (CS100000) | Make sure the minimal features have been enabled, as described in Company Without Branches: General Information, Company with Branches that Do Not Require Balancing: General Information, and Company with Branches that Require Balancing: General Information. | |
| Customers (AR303000) | Be sure that the customer accounts for the customers for which you will create and process prepayments have been defined. |
Settings That Affect the Workflow
In general, you use accounts receivable forms specifically for sales made on credit. The following settings and entities should be specified and defined, respectively:
- The following general ledger settings should be specified on the Posting
Settings tab of the General Ledger Preferences (GL102000) form:
- Make sure that the Automatically Post on Release check box is selected. This setting causes GL batches to be immediately posted after they are released.
- Clear the Generate Consolidated Batches check box to cause every AR transaction you enter to be posted as an individual batch to the general ledger. (When this check box is selected, the system consolidates into a single batch all transactions in the same currency posted to the same period for all documents being released.)
- The following accounts receivable settings should be specified on the General
Settings tab of the Accounts Receivable Preferences (AR101000) form:
- Select the Hold Documents on Entry check box in the Data Entry Settings section. This setting gives the created prepayments the On Hold status.
- Clear the Require Payment Reference on Entry check box in the Data Entry Settings section. This setting means that you do not have to enter a payment reference number in the Payment Ref. box when creating a prepayment on the Payments and Applications (AR302000) form.
- Make sure that the Automatically Post on Release check box is selected in the Posting Settings section. This setting causes prepayments to be automatically posted to the general ledger once they are released.
With these settings specified and entities defined, users in your company can record and process documents in MYOB Advanced quickly and accurately, with a minimum of manual actions.