is there a way to apply invoices to a paid payment

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Posted on by Ben Faris

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I was asked the question today whether there was a way to make a payment up front to a vendor (weekly predetermined amount), and then apply the invoices to that payment after the payment has been sent in the Purchasing Module. Does anyone know if GP10 has a method for that? I know it sounds backwards, but apparently the parties involved have already met and agreed upon this, so I'm hoping that there is a way.

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Ben Faris 910 on at

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Re: is there a way to apply invoices to a paid payment

Looks like we have one more point of concern to cover on this process that just came up this week...we are now curious if there is a way to apply a credit memo to one of these open manual payments as we would a voucher? Our AP clerk is saying that the once the credit memo is entered it is unable to be applied to the open manual payment and is in fact showing up in the open payables documents window, just like the manual payments we were using as "prepaids". Any suggestions? Is it possible that the credit memo was entered in an incorrect manner?
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sueconrod 335 on at

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Re: is there a way to apply invoices to a paid payment

Yes, figuratively. no there is no way to do that. And yes, go into the manual payments and enter in the wire payment. Then you should have your vouchers in the system and go in and apply against the open vouchers. And yes, you can apply from the manual payment against the open invoices.
Ben Faris 910 on at

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Re: is there a way to apply invoices to a paid payment

Hey Susan,

Just to clarify, when you say "create a 'pre-paid'", you just mean figuratively, right? There isn't a place in the Edit Payables Check window that you can classify that check as "pre-paid", correct?

Also, as we get started on this weekly process, we had to begin with sending a wire payment outside of GP10. We need to go back and create a manual payment entry in AP in order to record the wire. My question is, will we be able to still apply invoices after we create the manual payment like we are trying to do with the EFT process I mentioned above?
Ben Faris 910 on at

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Re: is there a way to apply invoices to a paid payment

Awesome news, thanks Susan. That makes sense. Apparently we have never done any pre-paids before so I was unaware of this function. But the logic makes perfect sense. Thank you for the quick and helpful response.
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sueconrod 335 on at

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Re: is there a way to apply invoices to a paid payment

Yes, you can go to Transactions>>Purchasing>>Edit Payables Checks and create a "pre-paid". Create your batch. Bring up your vendor, enter in a comment (what the check is for). Enter in an amount to be paid. Check your distribution, which will go to A/P and Cash. Then print the check.

Then you can go in later and create a voucher. Once it is posted go to: Transacations>>Purchasing>>Apply Payables Documents

Bring up the vendor, Bring up the payment and apply the payment against the voucher.

So, yes, there is a way. Most people do this when they have to do pre-payments. Deposits on a future function etc.