A deposit or prepayment is money you have already paid to the vendor
and which is applied towards expenses. Later, you will apply it to a vendor
purchase. Entering a deposit or prepayment is a two-part process:
Once you receive and enter the vendor's invoice, you need to apply the prepayment to the vendor's invoice to reflect the amount you have already paid the vendor for the invoice.
If you are using the batch method of posting, you must post the Cash Disbursements Journal using the Post option from the System menu before applying the prepayment to an invoice.
- To apply the prepayment,
from the Tasks menu, select Payments.
-
When you select the vendor ID, Sage 50
displays the prepayment in the Apply to Invoices list. Select the prepayment, and select the Pay
check box.
A negative (credit) amount appears in the check amount box.
-
Select the invoice you want to apply this prepayment against. Enter the same, but positive, amount in the Amount Paid field.
The check amount must be zero. You can also choose to pay the entire invoice.
- >Save the prepayment.
- If you selected to pay the entire invoice, you can print this disbursement check now by selecting
the Print button. This posts or saves the check, too.
Note:
Once you apply a prepayment to a purchase, you will not be able to drill down to get the prepayment from reports that display the transaction.
Also, when you select the Open toolbar button, the prepayment transaction will display with the words <Prepayment has payments> in the Reference field; you will not be able to select it. To delete or edit the actual prepayment, you
must first delete the transaction you entered to apply the payment to
the purchase.