Customer Prepayment Management

Menu Path: Accounts Receivable $Images\bluerarw.gif$ Customer Payments $Images\bluerarw.gif$ Customer Prepayment Management

Purpose

Associate prepayments with sales orders.
View open prepayments for customers.

Overview

Use Customer Prepayment Management to specify prepayment amounts that are associated with specific sales orders. For information on processing accounts receivable prepayments, see Accounts Receivable Prepayment Process Flow. You can also view information for all open customer prepayments on the Inquiry tab.

Associating Orders with Prepayments

To associate orders with a prepayment:

Enter a paying customer code or name for an order you want to associate with the prepayment in the Paying Customer Code or Paying Customer Name field.
Enter a prepayment transaction number in the Prepayment Reference Number field.
Click the Update button in the ribbon.
Enter a customer code or name for an order you want to associate with the prepayment in the Customer Code or Customer Name field.
Enter an order number you want to associate with the prepayment in the Order Number field.
If you want to change the amount of the prepayment applied to the order, enter the amount in the Prepayment Amount field.
Click the Add button.
Repeat steps 4 to 7 for all orders you want to associate with the prepayment. The Balance field should display a zero amount when you have fully applied the prepayment to orders.
Click the OK button in the ribbon.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Customer Prepayment Management window.
Update	Click this button to update order amounts associated with the selected prepayment. This button is only available if the Select tab is displayed.
OK	Click this button to save changes to orders associated with the selected prepayment. If there is an undistributed amount, the Question dialog box appears and asks if you want to continue. If you click the Yes button, an open item is created for the undistributed amount.
Cancel	Click this button to cancel changing orders associated with the selected prepayment.
Show Data	Click this button to display open customer prepayments on the Inquiry tab. This button is only available if the Inquiry tab is displayed.
Order Relationship Inquiry	Click this button to display Order Relationship Inquiry, which allows you to view pick demands and invoices for the selected order.
Order Detail	Click this button to display Order Edit, which allows you to view detailed information for the selected order. Note If you are not authorized to use Order Edit, Order Entry appears instead, and allows you to view and update information for the selected order. If you are not authorized to use Order Edit or Order Entry, Order Inquiry appears instead, and allows you to view order information for the selected order.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for the prepayment.

Select Tab Fields and Buttons

Field or Button	Description
Paying Customer Code	Enter a paying customer code for which you want to associate orders with a prepayment, or click the Lookup button to select a customer code.
Paying Customer Name	Enter a paying customer name for which you want to associate orders with a prepayment, or click the Lookup button to select a customer name.
Prepayment Reference Number	Enter a prepayment transaction number, for which you want to associate orders, or click the Lookup button to select a transaction number.
Customer Code	Enter the customer code of the customer that made an order you want to select for the prepayment, or click the Lookup button to select a customer code. Note The paying customer for this customer must be the customer entered for the prepayment.
Customer Name	Enter the customer name of the customer that made an order you want to select for the prepayment, or click the Lookup button to select a customer name. Note The paying customer for this customer must be the customer entered for the prepayment.
Order Number	Enter the order number of an order you want to associate with the prepayment, or click the Lookup button to select an order number. Note This typically is an open order, but you can manually enter a closed order if necessary.
Prepayment Amount	Enter the prepayment amount for the order. This defaults to the amount of the order entered in the Order Number field, or if it is less, the balance of the prepayment that has not been applied to orders. The prepayment amount must be less than or equal to the balance of the prepayment that has not yet been applied to orders.
Add	Click this button to associate the order with the prepayment.
Remove	Click this button to remove the selected open item in the Open Items grid. Note You cannot remove an open item that was saved in a previous session. However, you can modify the open prepayment amount for the item to be zero.
Open Items	This grid displays orders associated with the prepayment. To change a prepayment amount associated with an order, click the Update button in the ribbon, and enter a new amount in the Open Prepayment Amount column.
Total Prepayment Amount	This field displays the total amount of the prepayment.
Undistributed Amount	This field displays the remaining balance of the prepayment that has not yet been applied to sales orders.

Inquiry Tab Fields and Buttons

Field or Button	Description
Prepayments	This grid displays information for open customer prepayments after you click the Show Data button in the ribbon. If a prepayment is for multiple orders, multiple rows appear in the grid for the prepayment.