Customer Prepayments

This FAQ will go over how to receive and apply customer prepayments.

Customer Prepayment

To create a prepayment, use receive payment button on an order.

To view a list of customer prepayments, go to Accounts Receivable > Customer Prepayments

If a prepayment is opened from that list, the history tab can be viewed to see where the prepayment was applied.

Creating a Prepayment For Multiple Orders

To create a prepayment for multiple orders, use the prepayment button from the receive payment drop down.

Then select the orders from the drop down and enter the amount being applied. Double clicking the amount field will bring in the balance due for the order. If no orders are selected, the prepayment will be applied to the customers account for later use.

Applying Prepayments

The customer on an order cannot be changed if a prepayment has been received for it.

• To change the customer if the prepayment has not already been deposited:
  • Unpost and delete the prepayment, then create a new one with the correct customer on it. After that the customer on the order can be changed.
• If the prepayment has already been deposited:
  • Click return payment and mark the prepayment as an “Error” payment. Then change the customer on the order and create a new prepayment for it.

Reassigning Prepayments

If the company preference “Allow prepayment splitting and re-assigning” is enabled, prepayments can be reassigned in the cases below.

Information on splitting prepayments can be found here: Splitting Prepayments

Manually Reassign Prepayment

Prepayments can be manually reassigned in the receivables screen.

1. Choose the amount to reassign in the list of prepayments and receivables.
2. Then click “Add Order Payments”.
3. Select the orders to reassign the payment to.
   • In this case it was reassigned onto a prepayment for two different orders.
   • The amount paid in the receivable header will be $0, since no additional funds were received from the customer and it is just reassigning the orders it is applied to.

Back Orders

If an order with a prepayment is invoiced and back ordered, all unused prepayments will be reassigned to the back order automatically without prompting the user.

Merging Orders

If two orders with a prepayment are merged, the prepayment will be from the merged order will be reassigned automatically to the order it is being merged into.