Entering Vendor Prepayments
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Frank Hamelly | MVP...
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Super User 2025 Season 2
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ReportWhen it comes to processing a vendor prepayment or down payment, GP is a little weak. GP allows entering a customer prepayment on a sales order, but there is no similar function when entering a purchase order. However, there is a relatively simple work-around to this issue.
To enter a vendor prepayment and print the prepayment check, go Transactions>Purchasing>Edit Check (no, this is not intuitive but that's where the functionality resides). Enter the Payment Number (or accept the default), Batch ID, Vendor ID, and Apply Date (or accept the default). Enter a comment if desired, the Unapplied Amount, and make your Remittance selections. Click on the Print Checks button, enter the Check Number (or accept the default), the Check Date, and a Check Comment, if desired. Check the Distributions to make sure the check is posted to the desired accounts. Click the Print button to print your check, then post the check using the Post Payables Checks window that opens.
This process will print the prepayment check and post a payment to the vendor account which can later be applied to the vendor invoice after it is posted. To aid in remembering that the prepayment was made, enter a reminder detailing the vendor, PO number and check number and assign it to the person responsible for check processing.
To enter a vendor prepayment and print the prepayment check, go Transactions>Purchasing>Edit Check (no, this is not intuitive but that's where the functionality resides). Enter the Payment Number (or accept the default), Batch ID, Vendor ID, and Apply Date (or accept the default). Enter a comment if desired, the Unapplied Amount, and make your Remittance selections. Click on the Print Checks button, enter the Check Number (or accept the default), the Check Date, and a Check Comment, if desired. Check the Distributions to make sure the check is posted to the desired accounts. Click the Print button to print your check, then post the check using the Post Payables Checks window that opens.
This process will print the prepayment check and post a payment to the vendor account which can later be applied to the vendor invoice after it is posted. To aid in remembering that the prepayment was made, enter a reminder detailing the vendor, PO number and check number and assign it to the person responsible for check processing.
This was originally posted here.
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