Purchase Order Prepay Setup
This document is put together to guide you through requirements for enabling Purchase Order Prepays within the AGRIS System.
System Security
Customize > System Security
There are 4 new security options to enable Purchase Order Prepay processing:
- Third-tier security under INV, Stock Additions
"Apply Prepayments"
Minimum security level is 3 (Process)
This security option enables the Prepayments button in Stock Additions
- Third-tier security under INV, Purchase Orders
"Request Prepayments"
Minimum security level is 1 (View)
User must have at least security level 2 (Add) to create vouchers
This security option enables the Request Prepay button in Purchase Orders
- Third-tier security under ACP, Disbursement Processing
"Create PO Prepayment"
Minimum security level is 2 (Add)
This security option enables a user to add purchase order prepayments
i
- Third-tier security under ACP, Disbursement Processing
"Reclassify Prepayments"
Minimum security level is 3 (Process)
This security option enables a user to reclassify prepayments in A/P and Inventory
Accounts Payable
Packages>Setup Information>Voucher Types
Create a new Voucher Type for your prepay requests
Packages>Setup Information>General Information> Screen 1 of 3
Setting the Voucher document types and ranges
Once configured the system will automatically assign each prepay request the appropriate voucher type and number.
Packages>Setup Information>General Information> Screen 3 of 3
This question will set the status on all prepay requests created during Purchase Order additions or edits.
New Ledger Account
It is suggested that you add an A/P Prepay Payable account to hold the AP prepay payable until time of disbursement.
System Journal Interface
System Accounts>Accounts Payable>Transaction Code mapping
Final configuration for using PO Prepay Requests map the "prepay request vouchers" to the AP Prepay Payable account created above. At the time of disbursement the request is moved to the AP Prepayment account.
Using Prepay Requests
Once the system and user security is configured… the system will provide the following features
Purchase Order entry – Now provides the ability to create a Prepay request… 
By selecting the Prepay Request button you will be able to key in how much is being prepaid (in either a percent or an amount) and when the prepaid money is due.
Disbursement processing – Enables the user to create purchase order prepayments
The system will creates purchase order prepayments on a separate check from normal payables.
Actualized Stock Additions – This is when you are able to apply the prepayments.
Select the prepayment you would like to apply to this stock addition
Select the amount you would like to prepay against this stock addition
. 
AP Inquiry – For Ease of use it is suggested to edit your grid preferences (F12) to enable the display of the prepayment reference.
~ Documentation Written By: Janet Krumholz 12/16
