How to Enter in an Accounts Receivable Prepayment in Sage 300

Before you Start

• Add the invoice the customer is paying. You can add a prepayment only when the Prepay button is active, immediately after you add or save an invoice.
• Identify the receipt batch to use for the prepayment.
• If you use Payment Processing, verify that a processing code exists that specifies the bank you select for the batch. If no processing code has been set up in Payment Processing that specifies the bank you select, you will not be able to process a credit card transaction

To add a prepayment:

1. Open Accounts Receivable > A/R Transactions > Invoice Entry.
2. Select the open batch that contains the invoice, or to which you want to add the invoice.
3. Do one of the following:
   • Enter the invoice information, and then click Add or Save.
   • Select the existing invoice that the customer is prepaying.
4. Click Prepay.
   The A/R Prepayments screen appears.
5. In the Batch Number field, enter the number of the receipt batch to use.
   Tip: You can create a new receipt batch by clicking the New button beside the Batch Number field.
6. If you use Payment Processing and want to process a credit card prepayment:
   • In the Bank field, specify a bank that matches the bank specified for the processing code you will use to process the credit card transaction.
     Note: If no processing code has been set up in Payment Processing that specifies the bank you select, you cannot process the credit card transaction.
   • In the Payment Code field, specify a payment code that uses the payment type SPS Credit Card.
     Tip: Click the Payment CodeFinder to see a list of payment codes and associated payment types.
     After you select a processing code, the Processing Code field appears, along with a status field that displays information about the status of the credit card transaction. If a single processing code exists for the bank you selected, that code appears in the Processing Code field.
   • In the Processing Code field, verify that the default selection is correct, or if no default appears, select a processing code that specifies the bank you selected for the batch.
7. Complete the remaining fields on the screen. For more information, see A/R Prepayments Screen.
8. Click Add to add the prepayment.
   Tip: To cancel a prepayment, click Close without first clicking Add, then click Yes at the message that appears.
9. Click Close.

After adding the prepayment

• If you use Payment Processing, click Charge or Quick Charge to process the credit card payment. For more information, see “Processing a Credit Card Payment” (page 212).
• Print receipts. For more information, see “Printing Receipts” (page 360).
• Print the deposit slips report for the receipt batch. For more information, see “Printing the A/R Deposit Slips Report” (page 354).