Prepayment

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This functionality has previously been used by some third-party EFT systems.

Associates

In the Associate table, you can select Prepayment in the Customer options and Supplier options fields.

Orders

If you have selected Prepayment in the Customer options or Supplier options fields, Prepayment will be brought up in the Credit note field from the customer or supplier.

Order - Order status

The order status will change to ready for prepayment once the Prepayment option is selected under Order options. This setting halts any further processing related to the pick list and finishing. Only parameters marked as ready are chosen. When prepayment is made, the status ready for prepayment will be cleared.

Prepayment on sales orders

Order options on the sales order are updated from the Customer options in the Associate table for the selected customer. When the parameter Prepayment is set, it will not be possible to print a pick list or finish the order. It will also not be possible to print an invoice before the order status has been changed to Finished.

If you want to print a pro forma invoice, you need to use type Order confirmations. You can create a separate form for this. Similar to how prepayments automatically generate prepayment invoices instead of order confirmations, printing a pro forma invoice will not result in any accounting transactions.

Registration of prepayment Voucher type - Update order

The field Update order in the Voucher type table controls how orders will be updated when a voucher of this voucher type is updated.

You have two options in the Update order field.

• 1 - Update order
• 2 - Update prepayment status

When values have been entered in the Order no. and Product no. fields on the voucher, and the value 1 - Update order is defined in the Voucher type, an order line will be added to the specified order when updating the voucher.

During voucher entry, you must use a voucher type in which Update order is set to 2 - Update prepayment status. This will remove the ready for prepayment status on the order if the amount is the same as or higher than the amount of the order. You must enter the order number of the order to which the prepayment relates. There is no check on whether the amount entered corresponds with the amount in the order. We therefore recommend bringing up the Order total net and VAT amount fields. If you want to obtain the gross amount, you must create a calculated column for it.

Update of voucher with prepayment

The following happens when the voucher is updated:

Further processing of orders

The order is now ready for further processing in the normal way. By linking open customer entries, you can see the prepayment which is linked to the order.

If you approve the invoice, a batch will be created in which each voucher line for the customer entry contains the payment as a counter-reference and the entries will then be automatically matched against each other.

Prepayment of purchase orders

The routine is the same as for sales orders. You will not be able to finish or run the routine invoice receipt for the order until a payment has been entered or the selection for prepayment has been removed.

You can't use Electronic funds transfer in this routine, as Business NXT doesn't generate a transaction in supplier transactions. You must create these as a voucher manually, and the block on the purchase order is then cancelled when you update the batch and transfer to suggested payment.