Here's how to create Accounts Payable Deposits (similar to prepayments) and how to apply them.
To view, go to Accounts Payable > A/P Deposit Tracking.
To view all deposits, click Apply. To create a new one, click Add.
There are two kinds of deposits: a standalone deposit, and a P/O deposit. Standalone deposits don't associate with anything when created. P/O deposits will apply to specific P/Os. Both will eventually be associated with a particular A/P Bill Payment.
Standalone Deposit
From the A/P Deposit list screen, click Add.
Enter the Vendor #. Determine the amount and any other information you need. Change the Status to Paid.
Warning: If you don't do this, it will not appear as an available credit when paying an A/P Bill nor will it post to QuickBooks.
Hit Save when complete.
Click Yes.
P/O Deposit
There are two ways to create a P/O Deposit. Via the A/P Deposit > Add workflow (shown above) or via an existing P/O.
A/P Deposit > Add
Enter the P/O # that the deposit is going toward (or use the magnifying glass to search). The Vendor # will automatically populate. Determine the amount and any other information you need. Change the Status to Paid.
Warning: If you don't do this, it will not appear as an available credit when paying an A/P Bill nor will it post to QuickBooks.
Note: The P/O Amount will pop up in the Total Amount field automatically (making the deposit for the full amount of the P/O). You can adjust this manually if you want to make it a partial deposit.
Hit Save when complete.
Click Yes.
Via an existing P/O
Find the P/O you want to add a deposit to. For more info on P/O Management, check out this guide.
On the P/O Management screen, you can click Action > Create Deposit.
This will launch the A/P Deposit Management screen in a new tab. Determine the amount and any other information you need. Change the status to Paid.
Warning: If you don't do this, it will not appear as an available credit when paying an A/P Bill nor will it post to QuickBooks.
Note: The P/O Amount will pop up in the Total Amount field automatically (making the deposit for the full amount of the P/O). You can adjust this manually if you want to make it a partial deposit.
Click Save.
Click Yes.
Both Types of Deposit
Once transactions have been made, the associated records will appear under the Activity.
To apply a deposit, scroll to the Applying Credit section in this user guide.
To refund a deposit, check out this guide.