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We have customers who want to prepay for items however in GP10 you cannot create an invoice for backordered items. Any suggestions on how this can be done?
Currently we do a dummy invoice and then adjust the items off inventory when they come in thus there is not accurate tracking of inventory or items sold to customer.
Thanks in advance for any advise or help.
Rick
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Yes. It is kind of hidden. When you are in Sales Transaction Entry, look at the bottom left of the Sales Transaction Entry window. There is a place for Amount Received. Click on the small blue arrow next to it and open the Sales Payment Entry window. You can enter payment information (type, checkbook, date) and the G/L deposit account you want to use next to Deposits (under Cash Account). Once you enter the information, click Insert and then OK. This will close that window and the Sales Transaction Entry window will still be open. Click Save and then close the window. You have to close the Sales Transaction Entry window for the payment to post. Hope that helps!
Thanks everyone for your input, we do use Dropship but most of our prepays are for items that are coming into our main warehouse for use to install.
Sharon you mention entering a payment on an order in the sales transaction entry window can you tell me more as I do not see payment as a option here.
Thanks
when we have prepayments, we use the feature that allows you to enter a payment against an order or invoice. it's great. the only thing that threw me off at first is that the payment posts as soon as you close the sales transaction entry window. you don't actually click anything to tell it to post. and then when you post the invoice (we transfer from order to invoice but you could put it directly on an invoice), the deposit amount is debited and sales is credited. it's very cool. by the way, the drop ship feature is very easy to use in GP 10 and would eliminate having to do multiple unnecessary inventory transactions. you can link the PO directly to the sales transaction and when the items are invoiced by the vendor (in GP), the sales transaction is allocated and fulfilled and then you can post the invoice to the customer.
Rick,
You could also accept the payment, and not apply it to any specific document. It allows you to recognize the funds as deposits to that customers account. It remains tied to the customers waiting to be applied to specific transactions.
Rick -
The backorder field in SOP entry will become 'activated' if the document type on the sales document is setup to allow Backorders. This is determined under tools > setup > sales > sales order processing. NOTE - you can have multiple document types - maybe an invoice type that allows backorders and one that doesn't if you want to.........
In your situation, I would probably create an invoice (which allows backorders) - apply payment to the invoice - populate the backorder qty field (that way everyone knows these items are on backorder - you could even print the invoice and send to customer (it would show payment and backorder status) if you desired. When product comes in and is shipped - post the invoice after the item is in inventory.........the payment will be available to post as a deposit (under bank transactions). The GL will be correct and so will AR, Sales and COGS.
You may also want to consider researching making the item a 'drop ship item' which means your vendor will ship it directly to your customer - this process is a bit different - but if your vendor is really shipping the product directly - I would recommend you have system reflect reality.
Good Luck -
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