Entering a Prepayment for Item Description

Overview

Use this job aid to enter a prepayment for item description. Performing this job aid creates a prepayment that can be applied to any line item on item invoices that match the item description. This payment type may be reclassified to generic prepayment for application to any other invoice transaction.

To enter a prepayment for item description:

1. From the Toolbar, click ACR for Accounts Receivable.

2. From the Accounts Receivable menu, select Payments/Prepayments, and then select Payments/Prepayments.

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3. Select Enter Payments Received.

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4. The Location Code identifies the document location where the payment is maintained. To use a different location, click Lookup or type * and press Enter, and then select the location, or type the location code you want to enter the payment in.

5. In the Name Id box, click Lookup or type * and press Enter, and then select the name id you want to apply a payment to, or type the name id that you want to apply a payment to

6. In the Payment Date box, the current processing date defaults. Change this date if necessary by typing over the current date or use the Calendar Icon

7. In the Postmark Date box, change the date if necessary by typing over the current date or use the Calendar Icon . The postmark date is used to qualify the cash receipt for the anticipated early payment discount. If postmarked on or before the discount date, the payment discount is allowed. If the postmark date is after the discount date, the early payment discount is disallowed (lost).

8. In the Bank Code A bank account may be automatically updated with each cash receipt entered in Accounts Receivable. The Bank Code box displays only if specified in Setup Information and if the Agris Bank Management System is integrated. The bank code is used by SJI with the PM transaction code to cross-reference the ledger account to update in the General Ledger system. box, the default bank code displays. To change the bank code, click Lookup and select the correct bank code.

9. Click OK.

10. In the Deposit Number box, the default deposit number defaults in. This number is used for grouping cash receipts together for reporting purposes. Suggested coding schemes include a pre-numberd deposit slip or the date.

11. In the Remark box, type a remark about the payment on account

12. Click OK.

13. In the Receipt Number If the Receipt Number box is set to allow user-override in Customize, this box is open for entry. The source and the type of document number to default is set in Setup Information. If the Receipt Number box is not set to allow user-override, the receipt number is not open for entry and the next screen is displayed immediately. box, the default receipt number displays, and may be overridden by deleting the current number then clicking OK for the next control number.

14. Click OK.

15. Select Prepayment for Item Description.

16. In the Item Description box, type the item description that will be used to locate inventory items. This type of prepayment may be applied to any line item on an item invoice that starts with the value typed in the Item Description box.

17. In the Prepaid Amount box, type the exact amount of the cash receipt.

18. In the Protected Price Level box, type 1 or 2 for the default price level. Type in 0 to override the price when applying the prepay during invoicing.

19. In the Protected Price Schedule box, type in the default price schedule for the customer.

20. In the Check Number box, type the optional customer's check number or the word "Cash". This information prints on the A/R Payment Reports and appears on various inquiry screens.

21. In the Start Date and Expiration Date use the calendar to add dates if necessary.

22. Click OK.

23. At the Is This Correct? prompt, click Yes.

24. Click Insert to add another line to the Prepay or Click Delete to delete a line from the Prepay. 

25. Click Save/Exit when finished adding line items to the Prepay.

26. At the Print A Cash Receipt For This Payment Now? prompt, click Yes.

27. Select the type of form to print.

28. In the Printer box, type the number associated to the place you want your report to print.

29. In the Copies box, type the number of copies of the report you want to print.

30. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.

31. Click OK.

Learn more about Entering Prepayments feature: