How to add a prepayment that you will apply late on Sage 300 Accounts Payable


  1. Open Accounts Payable > A/P Transactions > Payment Entry.
  2. In the Batch Number field, enter the batch number for an existing batch, or click the New button to create a new batch.
  3. Click the New button beside the Entry Number field, and in the field to the right, enter a description for the payment, such as “Prepayment of PO 5664.”
  4. In the Transaction Type field, select Prepayment to record an advance to a vendor account.
  5. Fill in the remaining fields on the Payment Entry screen. For more information, see “A/P Payment Entry Screen” (page 452).
  6. If the prepayment is job-related :
    1. Select the Job Related option.
    2. Click Jobs.  The Project and Job Costing Apply Details screen appears.
    3. Distribute amounts to the contracts, projects, categories, and resources for which you are making payment. For more information, see A/P Project and Job Costing Apply Details Screen.
  7. Click Add or Save.
    • Note: When you click Add, Accounts Payable assigns a prepayment number to the prepayment. The number uses the prefix and next sequence number specified on the Numbering tab of the A/P Options screen.
    • Print the Batch Listing. Correct entries, if necessary, then reprint the listing for each corrected batch. Once batches are correct, file the reports.
    • Note: You must print batch listings before posting if you select the Force Listing Of All Batches option on the Processing tab of the A/P Options screen.
    • Print individual checks. For more information, see “Printing a Single Check When You Pay a Vendor” (page 262).
    • Select the Ready To Post option for each batch, or select each batch individually from the Payment Batch List screen, then choose Yes when asked whether to choose the Ready To Post option.
    • Post the batch. You must also post the prepayment before you can apply it to the vendor’s account.
    • Note: If any payment transactions cannot be posted, Accounts Payable will create a new batch containing the transactions with errors. For more information, see “Printing Checks for a Batch of Payments” (page 265).
    • Apply the prepayment to the vendor’s account.


If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.