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Applying Prepayments to Invoices

You can apply the available amount of Item type distributions from a Temporary type prepayment to one or more invoices to offset the amount you pay on the invoice(s). If you entered the prepayment as a Permanent type and want to apply it, you can query the prepayment in the Invoices window and change the Prepayment Type to Temporary. If you use Automatic Offsets then your setting for the Prevent Prepayment Application Across Balancing Segments Payables option controls whether you can apply a prepayment to an invoice or expense report with a different balancing segment. Prerequisites The invoice type is Standard, Mixed, or Expense Report. Today's date is on or after the Settlement Date of the prepayment. The invoice date is on or after the date of the prepayment. The prepayment is type Temporary, fully paid, validated, not cancelled, has no active holds, and has not already been fully applied. The prepayment has the same supplier, invoice currency and payment currenc...
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Overview of Encumbrance Accounting

With General Ledger you can record pre-expenditures commonly known as encumbrances. The primary purpose of tracking encumbrances is to avoid overspending a budget. Encumbrances can also be used to predict cash outflow and as a general planning tool. To use the full capabilities of encumbrance accounting, you must enable the budgetary control flag for a set of books. When you enable the budgetary control flag, the system automatically creates encumbrances from requisitions, purchase orders and other transactions originating in feeder systems such as Purchasing and Payables. When you do not enable the budgetary control flag, you can still enter manual encumbrances via journal entry, but you cannot generate encumbrances from requisitions and purchase orders. You have two options for using encumbrance data to monitor over-expenditure of a budget: After actuals and encumbrances have been posted, you can generate reports to show over-expenditures. You can also can use funds checking to preve...
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Apply/Unapply Prepayments Window Reference

Payables provides two ways to apply prepayments to an invoice. You can do either of the following: i-> Create or query an invoice and apply one or more prepayments to the invoice. ii-> Create or query the prepayment and apply it to one or more invoices. Selecting an Invoice and Applying it to a Prepayment When you select an invoice and choose the Apply/Unapply Prepayment option in the Invoice Actions window, the Apply/Unapply Prepayments window opens. It automatically displays all prepayments that have been applied to the invoice, and all available Prepayment distributions that you can apply to the invoice. Payables displays prepayment item type distributions that meet the following criteria: same supplier, and invoice currency as the invoice. The prepayment's Settlement Date is on or before today's date. The prepayment's date is on or before the date of the invoice. The prepayment is type Temporary with a status of Available. If you use Automatic Offsets, you can se...
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