[AP] Process Prepaid Invoices

Prepaid invoices are paid using a manual check before the invoice is entered into the system.

1. Enter the Invoice in AP Transaction Entry:

   • Add the prepaid invoice just like a regular invoice.

   • Important: Enter payment info at the same time.

2. Payment Info on the Payment Overrides Tab:

   • Select the Prepaid Transaction checkbox.

   • Enter the Check # (manual check number).

   • Enter the Paid Date (payment date).

   • The Paid Month defaults but can be adjusted if needed.

3. Invoice Rules:

   • Full payment: It must cover the full invoice amount minus retainage (e.g., $1,500 invoice minus $150 retainage = $1,350 payment).

   • Discounts: Any discount shown will be applied.

   • Payment month must be the same or later than the invoice month.

4. Process the Invoice Batch:

   • Once the invoice is entered, process the batch.

   • A message will ask if you want to process the prepaid transactions. Click Yes.

   • The Batch Selection form will appear. Select the correct batch and click OK.

5. Open the AP Prepaid Process Form:

   • Optional Filtering: You can restrict by CM Account or Batch.

     • To filter by CM Account, check the Restrict by CM Account box and select the account.

     • To filter by Batch, check the Restrict by Batch box and enter the user who posted the batch.

6. Post the Prepaid Transaction:

   • Click Update to view all prepaid invoices.

   • Click Post to process the invoice like a normal transaction.