Apply a Prepayment

Use these instructions to apply a prepayment.

Prerequisites

  1. There must be a prepayment already entered and paid in Oracle.
  2. Invoice status of prepayment should be "Available."

    When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

To apply a prepayment invoice

  1. Select Invoices: Entry>Invoices to open the Invoices form.
  2. Create a Standard Invoice (Refer to Process Help - Enter an AP Invoice). Note: Once the supplier is entered at the header level, a message box will appear indicating Prepayments are available. Click OK and proceed with the invoice entry.
  3. You can then either pay against a PO or use the Lines or Distributions to enter the total amount of the invoice (be sure to include the total amount of the prepayment so that it will be later deducted).
  4. Click Save.
  5. Next, choose Actions...1 button and check the Validate check box, then click OK.
  6. Choose Actions...1 button and select Apply/Unapply Prepayment. Click OK.
  7. This will open a new box. (Select the original Prepayment to apply the standard invoice against).
  8. Click the Apply check box and also click on the Prepayment on Invoice check box.
  9. Choose Apply/Unapply tab in the lower right hand corner.
  10. Click Save and close the box.
  11. Select Actions...1 button and check check the Validate check box, then click OK.
  1. Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.