Supplier Prepayment Management

Menu Path: Accounts Payable $Images\bluerarw.gif$ Vouchers $Images\bluerarw.gif$ Supplier Prepayment Management

Purpose

Display and manage supplier prepayments.

Overview

Use Supplier Prepayment Management to manage prepayments entered for suppliers in Voucher Entry. You can assign a prepayment to purchase orders, shipments, containers, or releases. You can also close prepayment vouchers, or automatically reconcile prepayment vouchers.

Automatically Reconciling Prepayment Vouchers

To automatically reconcile prepayment vouchers:

Select prepayment filter criteria.
Select the posting period, year, batch number, and voucher date for new vouchers that you will create.
Click the Show Data button in the ribbon. Prepayments are displayed in the Prepayments grid.
Click the Auto Reconcile button in the ribbon. The number of prepayments that were reconciled is displayed and if any could not be reconciled, that is also displayed. Only prepayments for the exact amount and quantity of the received product are automatically reconciled. The reference numbers for created reconciliation vouchers are the prepayment voucher reference numbers with -R appended to the numbers. If a prepayment could not be automatically reconciled, the Last Auto Reconcile Status column in the Prepayments grid displays a status of Failed, and the grid displays the reason the prepayment could not be automatically reconciled.

Note If a prepayment cannot be automatically reconciled because the associated purchase orders, shipments, or containers were not yet fully received, you can repeat steps 1-4 after receiving is completed. If a prepayment cannot be automatically reconciled because the amounts or quantities do not match, select the prepayment, and click the Voucher Entry button in the ribbon. You can then manually reconcile it.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Supplier Prepayment Management window.
Show Data	Click this button to display data for the selected supplier and posting period/year.
Update	Click this button to update reference numbers for prepayments. This button is only available after you click the Show Data button in the ribbon, and is only available if the Results or Zoom tab is displayed.
OK	Click this button to accept changes to prepayment reference numbers. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel changes to prepayment reference numbers. This button is only available after you click the Update button in the ribbon.
PO Selection	Click this button to display Voucher PO Selection, which allows you to select valid purchase orders for the prepayment voucher. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results or Zoom tab is displayed.
Close Prepayment	Click this button to close the selected prepayment. If you close a prepayment that has an open amount, a debit memo is created for the open amount. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results or Zoom tab is displayed.
Voucher Entry	Click this button to display Voucher Entry, which allows you to enter a voucher for manual reconciliation of the selected prepayment. The reference number for the voucher defaults to the reference number for the prepayment with -R appended to it. This button is only enabled if a prepayment is selected. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results or Zoom tab is displayed.
Auto Reconcile	Click this button to automatically reconcile prepayment vouchers for which product was received, and for which the total received amount is equal to the total prepayment amount. For more information, see Automatically Reconciling Prepayments. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results or Zoom tab is displayed.

Ribbon Batch Tab Buttons

Button	Description
Select Batch	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open Batch	Click this button to display Open a New Batch, which allows you to create a new batch.
Close Batch	Click this button to display Close A Batch, which allows you to close a batch.
Edit Batch	Click this button to display Edit A Batch, which allows you to edit an existing batch.
Post	Click this button to display Accounts Payable Post, which allows you to post vouchers for the selected batch.

Main Tab Fields and Buttons

Field or Button	Description
All Suppliers	Select this check box to display prepayments for all suppliers. This check box is selected by default.
Supplier Code	Enter the supplier code of the supplier for which you are managing prepayments, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All Suppliers check box. For more information on suppliers, see Supplier Code and Name.
Supplier Name	Enter the supplier name of the supplier for which you are managing prepayments, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All Suppliers check box. For more information on suppliers, see Supplier Code and Name.
All Voucher Dates	Select this check box to display prepayments for all voucher dates. This check box is selected by default.
From (Voucher Date)	Enter the first voucher date in a range of voucher dates for which to display prepayments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Voucher Dates check box.
To (Voucher Date)	Enter the last voucher date in a range of voucher dates for which to display prepayments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Voucher Dates check box.
All Receipt Dates	Select this check box to display prepayments for all receipt dates. This check box is selected by default.
From (Receipt Date)	Enter the first receipt date in a range of receipt dates for which to display prepayments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Receipt Dates check box.
To (Receipt Date)	Enter the first last date in a range of receipt dates for which to display prepayments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Receipt Dates check box.
All Shipments	Select this check box to display prepayments for all shipments. This check box is selected by default.
Shipment Number	Enter a shipment number for which to display prepayments, or click the Lookup button to select a shipment number. This field is only enabled if you clear the All Shipments check box.
List (Shipments)	Click this button to display Shipment List, which allows you to select multiple purchase orders for which to display prepayments. If you click this button and select purchase orders, the check box to the right of this button is selected.
All Containers	Select this check box to display prepayments for all containers. This check box is selected by default.
Container Code	Enter a container code for which to display prepayments, or click the Lookup button to select a container code. This field is only enabled if you clear the All Containers check box.
List (Containers)	Click this button to display Container List, which allows you to select multiple containers for which to display prepayments. If you click this button and select containers, the check box to the right of this button is selected.
All Purchase Orders	Select this check box to display prepayments for all purchase orders. This check box is selected by default.
Purchase Order #	Enter a purchase order number for which to display prepayments, or click the Lookup button to select a purchase order number. This field is only enabled if you clear the All Purchase Orders check box.
List (Purchase Orders)	Click this button to display Purchase Order List, which allows you to select multiple shipments for which to display prepayments. If you click this button and select shipments, the check box to the right of this button is selected.
Status	Select whether to display open, closed, or both open and closed prepayment vouchers.
Period	Click the Lookup buttons to select a posting period and year for new vouchers created when clicking the Close Prepayment or Auto Reconcile button in the ribbon.
Batch #	This field displays an open/available batch number associated with the voucher entry process. If you want to select a new batch, click the Select Batch or Open Batch buttons on the Batch tab in the ribbon.
Voucher Date	Enter a voucher date for new vouchers created when clicking the Close Prepayment or Auto Reconcile button in the ribbon, or click the drop-down arrow to select a date. This field defaults to the current date.

Results Tab Fields and Buttons

Button	Description
Prepayments	This grid displays detailed prepayment voucher information for the selected supplier. Double-click a prepayment voucher to display A/P Detail, which allows you to view voucher detail information. If you click the Update button in the ribbon, you can change the reference numbers for prepayments in this grid.
Prepayment Details	This grid displays information about purchase orders, shipments, containers, and releases for the selected prepayment. Double-click an amount in the Received Amount column to display PO Receipt Inquiry, which allows you to view information for the receipt.
Prepayment Usage	This grid displays vouchers for which a selected prepayment is used. Double-click a voucher to display A/P Detail, which allows you to view detailed information for the voucher.

Zoom Tab Fields and Buttons

Button

Description

Display

Select whether to display prepayments, prepayment details, or prepayment usage on the Zoom tab.

Prepayments/Prepayment Details/Prepayment Usage

If the Prepayments radio button is selected, this grid displays detailed prepayment voucher information for the selected supplier. Double-click a prepayment voucher to display A/P Detail, which allows you to view voucher detail information. If you click the Update button in the ribbon, you can change the reference numbers for prepayments in this grid.

If the Prepayment Details radio button is selected, this grid displays information about purchase orders, shipments, containers, and releases for the selected prepayment. Double-click an amount in the Received Amount column to display PO Receipt Inquiry, which allows you to view information for the receipt.

If the Prepayment Usage radio button is selected, this grid displays vouchers for which a selected prepayment is used. Double-click a voucher to display A/P Detail, which allows you to view detailed information for the voucher.

NOTE These grids display the same information as the grids on the Results tab. However, more records can be viewed at the same time because the grid is larger than the grids on the Results tab.