[Mary Mallazzo]

Hello
We have quite a few vendors that now require partial pre payments on PO’s, and do not submit an invoice reflecting the pre payment.
How do companies handle this situation. Unfortunately, there have been a few instances where the A/P department was not aware of the prepayment, and when an invoice is received , for the full amount of the PO, the vendor is over paid.

Thank you

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Mary Mallazzo
Fromkin Brothers
Edison NJ
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[Al Schuette]

?Are you recording the PO prepayment using that feature in GP?

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Al Schuette
Senior Business Consultant
Heartland Business Systems, LLC
Little chute WI
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[Jo deRuiter]

?Hi

is correct, GP has the functionality to automate prepayments in GP.

Here is a blog that has some instruction on how to do that.

Feature Highlight | Purchase Order Processing Prepayments – Microsoft Dynamics GP Community

Dynamics		remove preview
Feature Highlight | Purchase Order Processing Prepayments – Microsoft Dynamics GP Community Hello Community! I wanted to spend a little time talking about a feature in Purchase Order Processing introduced back in Microsoft Dynamics GP 2013… Prepayments. By the end of reading this blog, I hope you will understand the following: * What are prepayments and when would I use each type available with Microsoft Dynamics GP. View this on Dynamics >

??

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Regards,

Jo deRuiter
“That GP Red Head”
Senior Financial Systems Consultant
Heartland Business Systems, LLC
Milwaukee, WI
770-906-4504 (Cell)
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[Mary Mallazzo]

We use the prepayment window on the PO entry screen.  Then post the check thru purchasing.
Our issue is that the vendor will not issue an invoice reflecting this prepayment.  If the A/P clerk is not available of the prepayment the vendor will be overpaid by the amount of the prepayment.

Just wondering how other companies keep track of this.

Thank you

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Mary Mallazzo
Fromkin Brothers
Edison NJ
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[Jennifer Wheeler]

We just recently needed to do a prepayment for a vendor and used the prepayment feature that is in GP.  I don’t know what version of GP you are on but we are on GP2015 R2.  Anyways, when we used it the HATB report was wrong for the vendor we did the prepayment for.  Doing some searching I found out that there is a bug that is causing the issue with the report.  Microsoft knows about it but it has not been fixed yet.  So, assuming you don’t want to deal with issues with the HATB then you could follow a process we found of how to do prepayments before Microsoft had provided that feature in GP.  Here is a link to the blog –
 How do I print a Vendor Check as a Prepayment in Dynamics GP?

Unified Business Solutions		remove preview
How do I print a Vendor Check as a Prepayment in Dynamics GP? Situation: You have a vendor that requires a down payment on a purchase and you need to print a system check before you receive an invoice. Solution: Use the Select Payables Checks process! Create a Batch in the Select Payables Checks window. Select the Edit Check button to enter the Edit Payables Checks window. View this on Unified Business Solutions >

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Jennifer Wheeler
Applications Solutions Administrator
Dairy Farmers of America
East Syracuse NY
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