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Purchase Order Prepayment

  • 1.  Purchase Order Prepayment

    Posted 12 days ago
    Hello,

    We started using purchase order prepayments, but when we enter/match an invoice, the system is auto-applying an amount from the prepayment that is different that what we intend to use.  Is there a way to update the applied prepayment amount so that we can pay the vendor the amount that they are expecting?

    Thank you,

    ------------------------------
    John Buchman
    Controller
    Rio Marine
    Houston, TX
    ------------------------------


  • 2.  RE: Purchase Order Prepayment

    SILVER CONTRIBUTOR
    Posted 12 days ago
    Hi John,

    You may want to view the apply history for those prepayments.  it's possible that when a check run was created, part of that prepayment got applied to another document automatically.  In that case, only a partial amount would be available to apply to the correct PO.  You could put those prepayments on hold until you need them, but you'd need to remember to clear the hold or you wouldn't see the payment in the list.  The other option would be to un-check the Payments option from the auto apply question on the payment selection window.  That way it would not be automatically applied to something else by mistake.


    ------------------------------
    Teri Carpenter
    President
    TD Carpenter & Associates, Inc.
    Toledo OH
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  • 3.  RE: Purchase Order Prepayment

    Posted 12 days ago
    Edited by Wendy Lewis 11 days ago
      |   view attached
    John,

    I recently entered a prepayment amount on the purchase order of $91,296.52. After the order was received, I matched the invoice against the PO in the amount of $182,252.37 (the total amount of the invoice needs to be entered - including the amount that has been prepaid). The prepayment was automatically applied leaving a balance of $90,955.85 to be paid.

    If you have your prepayments set up and enter the prepayment amount in the prepayment field in the purchase order, your payment will not apply to any invoice except one that is matched to that PO in Enter/Match Invoices.

    If you would like more set up info or screen shots of exactly what I do, please contact me. The prepayment function was one of the first things that I figured out when I got here. What we were doing before was a tracking nightmare.

    ------------------------------
    Wendy Lewis
    Accounts Payable Coordinator
    Morgan Engineering
    Alliance OH
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  • 4.  RE: Purchase Order Prepayment

    Posted 11 days ago
    Hi Wendy,

    What I am seeing is that we have only received 1 item out of the 6 that were originally on the PO, but when we enter/match the invoice for the 1 shipment, GP is automatically choosing an amount from the prepayment to apply to the invoice that is not what we intend to use at this time.  I haven't yet figured out how to change that amount in the enter/match invoice screen.

    ------------------------------
    John Buchman
    Controller
    Rio Marine
    Houston
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  • 5.  RE: Purchase Order Prepayment

    Posted 11 days ago
    John,

    I understand your dilemma now. I have not had the situation where I received only a partial on the PO. I will keep my eye on that as it is sure to happen eventually. If you figure out what to do, I would appreciate hearing about the resolution.

    Wendy

    ------------------------------
    Wendy Lewis
    Accounts Payable Coordinator
    Morgan Engineering
    Alliance OH
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