Entering a Generic Prepayment

Overview

Use this job aid to enter a prepayment for inventory item. Performing this job aid creates a prepayment applicable to any invoice transaction. If originally entered as generic, this type of prepayment may not be reclassified. Other types of prepayment may be reclassified to the Generic Prepayment type as a temporary step in applying. Although this method of applying the prepayment is acceptable in many situations, it is not recommended for a prepayment for a specific inventory item which guarantees a final selling price to the customer.

To enter a generic prepayment:

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 using the Calendar Icon .

7. In the Postmark Date box, change the date if necessary by typing over the current date or using 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 box, 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.

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 prepayment.

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. To use a control number, delete the current number and click OK.

14. Click OK.

15. Select Generic Prepayment.

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

17. In the Protected Price Level box, type in 1 or 2 to default to the customer’s price level. Type in 0 to override when applying the prepay during invoice creation.

18. In the Protected Price Schedule box, type in the customer’s default price level.

19. 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.

20. In the start date and expiration date boxes, add dates if necessary.

21. Click OK.

22. Click Insert to add another prepay to receipt or Click Save/Exit. 

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

24. Select the type of form to print.

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

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

27. 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.

28. Click OK.

Learn more about Entering Prepayments feature: