How to apply a prepayment or credit note to an invoice or a debit note on Sage 300 Accounts Payable

Steps:

Open Accounts Payable > A/P Transactions > Payment Entry.
In the Batch Number field, enter the batch number for an existing batch, or click the New button to create a new batch.
Click the New button to the right of the Entry Number field, and then enter a description for the transaction, such as “Apply Prepayment to Inv 7764.”
In the Transaction Type field, select Apply Document.
Fill in the remaining fields on the Payment Entry screen. For more information, see “A/P Payment Entry Screen” (page 452).
If you know the numbers of the documents to which you are applying the invoice, or there is a large number of documents for this vendor, select the Select Mode option. Otherwise, clear this option. Then:
- If you are using select mode:
  1. Select the type of documents you want to display (All, Invoice, or Debit Note).
  2. Select the order by which to list documents (Document Number, PO Number, Due Date, Order Number, Document Date, or Balance Due).
  3. Enter the starting number, date, or balance, depending on the choice you made for ordering documents.
    - Tip: Press F5 to use a Finder to select from available options.
  4. Click the Go button, or press F7.
  5. For each document to which you want to apply the payment, select Yes in the Apply column.
  6. In the Applied Amount field, enter the amount to apply
    - Notes:
      - By default, the entire amount is applied, and the full discount is taken. However, you can post the transaction without fully applying the prepayment or credit note, leaving some to be applied at a later date.
      - You cannot apply more than the total amount of the payment.
  7. If an early-payment discount applies to the invoice, enter the amount in the Discount Taken column.
    - Note: You can enter a discount taken that exceeds the discount specified on the original invoice.
- If you are not using select mode:
  1. In the Document Number field, enter the document number.
  2. In the Payment Number field, enter “1”, or enter the number of the payment if the document has a multiple payment schedule.
  3. In the Applied Amount field, enter the amount to apply.
  4. If you are entering a partial payment for a job-related document, choose an apply method for the payment, and edit the distribution for the payment, if necessary.
  5. If there is a discount amount, enter it in the Discount Amount field.
If you are issuing a payment that is not in your functional currency, click Rates to check or edit the exchange rate used for this payment.
If you need to adjust a document you are paying:
1. Click Adjust. The Miscellaneous Adjustment Entry screen appears.
  - Note: This button is available only if the Allow Adjustments In Payment Batch option is selected on the A/P Options screen.
2. Enter a reference and description for the adjustment.
3. Enter the distribution code or general ledger account number for each adjustment detail.
4. Enter the amount of each adjustment detail.
5. Click Save.
6. Click Close to return to the Payment Entry screen.
Click Add or Save to apply the prepayment or credit note.

Support

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