How to enter a prepayment for a purchase order that isn't yet an invoice in Payables Management in Microsoft Dynamics GP

This article describes how to enter a prepayment for a purchase order that isn't yet an invoice in Payables Management in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains.

Applies to:   Microsoft Dynamics GP
Original KB number:   856772

Steps to enter a prepayment

To enter a prepayment for a purchase order that isn't yet an invoice in Payables Management, follow these steps:

1. After a purchase order is entered in Purchase Order Processing, use the Edit Payables Checks window to enter a prepayment so that a check can be printed. To do it, follow these steps:

   1. Open the Edit Payables Checks window. To do it, point to Purchasing on the Transactions menu, and then select Edit Check.
   2. In the Batch ID field, type a batch ID.
   3. In the Vendor ID list, select the vendor ID on the purchase order.
   4. In the Unapplied field, enter the prepayment amount.
   5. Save the batch, and then print the checks. To do it, point to Purchasing on the Transactions menu, and then select Print Checks.

2. After the purchase order is received and invoiced in Purchase Order Processing, use the Apply Payables Documents window to apply the prepayment to the invoice. To do it, follow these steps:

   1. Open the Apply Payables Documents window. To do it, point to Purchasing on the Transactions menu, and then select Apply Payables Documents.
   2. In the Vendor ID list, select the appropriate vendor ID.
   3. In the Document No list, select the appropriate document number.
   4. In the Apply Posting Date field, type the posting date for the General Ledger module.
   5. Select the check box next to the invoice to which you want the document to apply.
   6. Select OK.

3. After the prepayment is applied to the invoice, use the Select Payables Checks window to select the checks for the remaining amount in the invoice. To do it, follow these steps:

   1. Open the Select Payables Checks window. To do it, point to Purchasing on the Transactions menu, and then select Select Checks.
   2. In the Batch ID list, type a new batch ID.
   3. In the Origin field, select Computer Check.
   4. In the Frequency list, select Single Use.
   5. In the Checkbook ID list, select a checkbook ID to use for all the checks in the batch.
   6. Select Transactions.
   7. In the Go To window, select Select Payables Checks, and then select Go To.
   8. In the Select Vendor by area, select All, or enter a range of vendors to pay.
   9. In the Select Document by area, select All, or enter a range of documents to pay.
   10. In the Due Date Cutoff area, select None or Due Date.
   11. In the Select Documents list, select the appropriate option.
   12. Make the appropriate selections in the Automatically Apply Existing Unapplied area and in the Remittance area.
   13. Select Build Batch to create the batch of checks to process.